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1. The Late Fee can be an amount set for the Rental Plan or based on a price level Late Fee Period Late Fee Period is one of Once Per Hour Per Day Per Week Per Month or Per Rental Period It determines the time period for which the late fee is charged Once The total late fee is the late fee amount regardless of how late the item is Page 6 of 34 Rental Module V8 User Manual Document Revision 1 Per Hour Per Day Per Week Per Month The late fee is charged for each hour day week or month the item is late Example The item is 2 days late and the late fee is 5 00 per day The total late fee will be 10 00 Per Rental Period The late fee is charged for the number of rental periods the item is late For example if the rental period is 3 days and the item is 6 days late the total late fee is the late fee amount times 2 6 days is 2 rental periods The Late Period and Rental Period can be very different values The Rental Period could be one month with a Late Period of Per Day In this case even though the rental fee is based on a month late fees are charged for every day the item is late Late After The Late After setting is the number of rental periods after which the item is considered late This setting and the Return By setting are used to determine the Due Date for an item Note that the Late After setting is the number of rental periods So if the rental period is 3 days and Late After is set to 1 th
2. Here is an example of a rental return screen with late fees for an item Page 19 of 34 Rental Module V8 User Manual Document Revision 1 EA Rental Return Reeceipt Loolup pitem Lookup Customer Rented Items ttem Customer Deset Out Date E gt E Smith John Rentalttem2 08 26 2009 E 48 RE PM ENZO 3 00 00 PM 3 19 16 1 Smith John Rentalltem2 08 29 2009 10 11 04 AM 09 01 2009 3 00 00 PM 10 54 1 Desc2 Attr Size Plan Period Late After Overdue By Rental Plan E Day Pickup Orig Rept Ho 2402 E Days fi Period 4 Day 2 Rent Periods 1 Period Period Period Rate Total 5 95 Pickup Late Terms 2 00 Per Day alles eal TEND ee In this example the first item uses the 3 Day Pickup rental plan In this plan the customer pays 5 95 when the item is picked up The due date is by 3 00 pm 3 days after the item is rented There is a late fee of 2 00 per day In the list section of the screen we see the Out Date date and time the item was rented the date and time the item is due the total out time of 3 days 15 hours and 16 minutes the rental return quantities the late fee per item and deposit amount none With the first item highlighted the additional information for this item is shown below the list Because the rental fee was paid on pickup the Rent Periods is 1 and the rate is the rental rate The rental rate Pickup indicates the rental fee has already been paid The plan period is 3 days the item i
3. From 4 3 2009 Show To 11 10 2009 Final Clear Reservations Reservaton Date Date Made tem Customer ty i tem Desc Cust Phone 1 Cust Phone 2 t If you selected Reservations from the Customer screen the Customer name is already set If you selected Reservations from the Inventory screen the Item is already set If you selected Reservations from the Receipt List view screen neither the Item nor Customer is set The reservation date filter is preset to the next week From this screen you can 1 View all reservations for a single customer Select a customer and no item 2 View all reservations for a single item Select an item and no customer 3 View all reservations for a customer item combination Select an item and a customer 4 View reservations for all items and customers Do not select an item or customer Page 25 of 34 Rental Module V8 User Manual Document Revision 1 5 View any of the above by a specific date range Adding a Reservation To make a new reservation select the New button The Make Reservation screen will be displayed Make Reservation Customer Phone 1 Phone 2 Smith Bob Find tem Make Reservation Time Res Oty Note Date 11 3 2009 12 00 00 PM Make Reservation Cancel Any Customer and Item selections from the Reservation Maintenance screen are brought over to this screen A Customer and Item must be selec
4. 59 PM 03 29 2009 3 00 00 PM 311 14 1 Dese Attr Size Plan Period Late After Overdue By Rental Plan Day Pickup Orig Rept No 2402 3 Days it Period 11 Day Rent Periods 1 ay Rate Total 5 95 5 95 Cite Terme 12 00 Per Day CCAS mE The buttons on the Drop Return screen have the same functions as the Rental Return screen The operation when the OK button is clicked is completely different When the OK button is clicked the Rental Module takes the following actions Page 23 of 34 Rental Module V8 User Manual Document Revision 1 For each item with a late fee the unpaid late fee amount in the customer record is increased by the late fee amount Optionally invoices can be generated for customers with late fees If this option is selected an invoice is generated for all customers with late items The invoices have the rental item and late fee amount The invoices are tendered using Charge A single invoice is generated for all remaining items to return them to inventory This is a zero balance receipt Page 24 of 34 Rental Module V8 User Manual Document Revision 1 Reservations To make a reservation for a rental item select the Reservations button from the Customer screen Inventory screen or Receipt List View screen perai Reservations The Reservations Maintenance screen will be displayed EA Reservation Maintenance Filtering Customer Reservation Dates Smith Bob l i E Clear
5. Hone 3 15 59 1 Smith Bob Rental tem 1 03 29 2009 10 01 31 AM Hone 1 02 07 1 Desc2 Attr Size Plan Period Late After Overdue Ey Rental Plan Orig Rept Ho Rent Periods Rate Total Late Terms S Cancel When OK is clicked the two remaining items are added to the receipt as return items Return Items on the Receipt Here is an example of return items with no late fees on the receipt from the Rental Return sceen above Flags fells a SR l DNN 178 RENTALDPT XYZ Rental tem 1 4 i980 19 807 15 00 0 00 175 RENTALDPT XYZ Rental tem 1 4 29 95 29 95 15 00 0 00 173 MMM ABC Rental Deposit 1 30 00 30 00 gu ron y sow M suiro JEAR Nooftems 3 pise 00000 oo Strista O01 wks 1 Tax 8 000 398 Note that the quantities of the return items are negative This is so they go back into inventory The prices are also negative so that the customer is charged for the rental fee However when the receipt is printed the quantities and prices will appear as positive numbers The price for each item is the total rental fee based on the rental rate and amount of time the customer had he item In this example the Desc3 field for rental items is used for the deposit amount In this case since items are being returned and there was a deposit the deposit amount is negative The Rental Deposit item is also added to the receipt with the total amount of deposit being returned to the customer
6. Rental History for a single customer Select a Customer from the Customer List or Form View screen and click the Rental History button F Rental History Customer Rental History Display Here is an example of the Customer Rental History display Customer Rental History E JE Dates item Filter MTD E 1 2009 to 8 30 2009 To Now Search On item Ho Trans Date Oty Plan Rental Deposit Late Fee Store Cashier Rental tem 1 03 10 2009 3 42 47 PM Rental Daily with Deposit 0 00 Admin Rental tem 1 08 13 2009 3 43 36 PM Return Daily with Deposit 14 85 15 41 Admin Rental Item 4 08 17 2009 3 44 38 PM Rental 3 Day Pickup 5 95 E R Admin Rental item 2 08 17 2009 3 44 38 PM Rental 3 Day Pickup 5 95 l i Admin Rental tem 2 03 19 2009 3 45 23 PM Return 3 Day Pickup 0 00 E Admin Rental Item 4 03 21 2009 3 46 07 PM Return 3 Day Pickup 0 00 E Admin Rental Item 2 08 29 2009 10 29 09 AM Rental 3 Day Pickup 5 95 5 Admin Rental Item 1 08 29 2009 10 29 09 AM Rental Daily with Deposit 0 00 Admin Rental tem 3 03 30 2009 1 12 21 PM Rental 5 Day Return 0 00 f Admin Rental item 1 08 30 2009 4 05 58 PM Return Daily with Deposit 9 90 Admin lt ee ee a The columns of this display are Item No The Retail Pro item number Desc The item Descripton 1 Trans Date The date and time of the transaction Trans Type One of Rental or Return Qty The quantity of the item Plan The Rental Plan n
7. items on the receipt Adjusting Rentals at Return From the Rental Return screen use the Adjust button to adjust the rental period or late fees for an item This button is only active if the rental fee is charged on return or the item has a late fee When the button is clicked the Adjust Rental screen is shown Adjust Rental If the rental is charged on pickup the Change Rental Periods section Frai 5 will not be shown If the item is not overdue or does Change Late Fee Per Item not use late fees the Change Late Fee per item section will not be From 16 00 shown Enter the new number of rental periods Change Rental Periods Enter the new late fee per item Click OK to make the changes Click Cancel to exit without changing anything Page 21 of 34 Rental Module V8 User Manual Document Revision 1 Drop Return Drop Return is used when customers drop of return items without interacting with a cashier The video rental return drop is a good example of drop return Drop Return is only available if the Rental Module has been set up to accumulate customer late fees Drop Return really works best when each rental item has its own unique barcode This makes it very easy to scan items into the Drop Return list IMPORTANT NOTE DROP RETURN CANNOT BE USED FOR ITEMS THAT ARE PAID ON RETURN OR TAKE A DEPOSIT THESE ITEMS MUST BE RETURNED USING RENTAL RETURN To use Drop Return go to the Receipt List View screen and cl
8. of period with period type the item has been rented Rate Total The rental rate per period and the total rental fee for the item If the Rental Plan uses Pay Rental on Pickup this will be zero Plan Period The rental period for the rental plan This is the number of hours days weeks or months Late After Either Never late or the number of rent periods after which the item is late Overdue By Either Not Overdue or the length of time the item is overdue Late Terms The amount of late fee and the late fee period The buttons at the bottom of the screen are used for various functions related to returning the items Listing the Return Items There are several ways to locate the items being returned and place them on the Rental Return screen Finding By Receipt Number If the customer has the original rental receipt the easiest way to list the items that are being returned is by using the original receipt number If the cursor is not positioned in the Receipt Lookup box place it there Enter or scan the receipt number from the original receipt The items that were rented from that receipt will appear on the screen Page 15 of 34 Rental Module V8 User Manual Document Revision 1 Finding By Item Lookup You can locate a single item being returned by entering or scanning the UPC ALU or item number into the item lookup section Position the cursor in the Item Lookup box and enter or scan the UPC A
9. 3 days then the Rental Rate is applied to each 3 day period the item is rented Pay Rental This is when the customer will pay the rental fee It is either on pick up or on return This setting mostly affects how the Rental Rate is applied With Pay on Pickup the customer pays when the item is taken and will only be paying the rental rate once for the specified period A good example of this is a video rental where you pay for a 3 day rental whether you keep it for 1 day or 3 days but accumulate late fees if you keep it more than three days With Pay on Return the Rental Module will calculate the Rental Fee that is due based on the Rental Period the Rental Rate and how long the customer had it Late Fees can be applied regardless of which one of these methods is used Discounts A discount can be applied to a Rental Rate The discount will appear on the receipt as a line item discount Page 5 of 34 Rental Module V8 User Manual Document Revision 1 Return By Return By refers to how the return time is determined The Return By can be exact or by time of day This is used to calculate the Due Date of an item If the Return By is Exact the Due Date will be the exact time it was rented on the date it is due But if the Return By is Time then the Due Date will be the time that has been entered on the date the item is due For example an item s Rental Plan has a period of 3 days The item is rented o
10. 8 TNE OLY and Dec DW is 18 CancelBUtoON eana ia 18 OK BUOM A o O ead ee ta eid an Oa ese es 18 Return Items On the RECEIPT asii aaa evens sain eens tas soeusenmeeabatasatecens 19 AQUStNa Rentals ar REUS 21 PROD Retro da 22 ROSCIVALIONIS oara leurs tneseonsmanseatens setae aevent wed oie Coeaed aceanagegcaccatansacraxnuncaeuusuialmstudaetesenaceutseenes 25 AGGING a RESErVatON aaien aana a as 26 Reservado SCC MNS tiaia a ale a a a a aa a a aa 26 CNEcCKNG AVINA DI A EAA A 26 MaKe ReservatlO Dusan 27 EAIUNG a Reserva sie 28 USING KESEIVALIONS usntasisn at Ns das 29 Renta NCI OM sonara 30 Customer Rental HIS di 30 Customer Rental History DisPlaViasiairca slo dia 30 Dates a ao 31 LES PAC RO o AN 31 Page 2 of 34 Rental Module V8 User Manual Document Revision 1 PANUNG Me REDO dara A 31 emi Rental ISO ist 32 ItemRentalElstory DISDIAY cass inanan A A a a aa ra a AE A 32 Date Selecione A 32 customer lletra ins ae ets 32 A sees ace inci enc ip Sane nate ates cag sa nice isin Sea a 33 Rental Report DISDIAY iria AAA 33 REDONDA nds cneciincvcas E asus E E ees 34 REDOT BUOM vanai ad ida 34 RA aaa A EE wee EE AE 34 Page 3 of 34 Rental Module V8 User Manual Document Revision 1 Overview This manual covers the use of the M amp M Rental Module for 8 Series Retail Pro It begins with an explanation of Rental Plans A Rental Plan is a set of rules that determine the rental charges deposits and late fees associated with renting an
11. 9 minutes Based on the rental plan this becomes a 4 day rental With a rental rate of 4 95 per day the total rental fee is 19 90 Arrow Buttons The Up and Down arrow buttons change the selected item on the screen This can also be done by clicking a line with the mouse Remove Item It is possible to have items on the display that are not being returned The easiest method to prevent an item from being returned is to select the item and click the Remove Item button The irem will be removed from the display History The History button will display the transaction history for the selected item and customer Inc Qty and Dec Qty The Inc Qty button will increase the Ret Qty return quantity of an item The Dec Qty button will decrease the return quantity of an item These buttons are mostly used when the Rent Qty is greater than one and only some of the items are being returned Setting the Ret Qty of an item to zero will also stop it from being returned Cancel Button Select Cancel to exit this screen without making any changes to the receipt OK Button When the OK button is clicked the items with a return quantity greater than zero are placed on the receipt Page 18 of 34 Rental Module V8 User Manual Document Revision 1 As an example the second item is removed from the Rental Return screen leaving fi Rental Return Reeceipt Loolup hem Lookup Customer Rented tems Smith Bob Rental tem 1 08 26 2009 8 03 42 PM
12. LU or number If you have entered the Bill To Customer the item rented by the customer should appear on the screen If the customer rented the same item at more than one time and has not returned the items all items currently rented will appear on the screen If you did not enter a Bill To Customer on the receipt and use item lookup you will see a list of all customers who have rented the item and will have to pick the correct item being returned EA Select Correct Item Please select the temis being returned Date Rented Orig Rept Rental tem 1 Smith Bob Wednesday August 26 20 Rental tem 1 Smith Bob Friday August 23 2009 Rental tem 1 Smith Bob Saturday August 29 2009 Rental tem 1 Williams Paul Saturday August 29 2009 S Cancel In this example Bob Smith has rented this item 3 times and none of these have been returned yet Paul Williams has one of these items currently rented Select the item being returned and click the OK button You can select multiple items by holding donw the Ctrl key on the keyboard and using the mouse to click on the items Finding By Customer There are several ways to use the Customer section of the Rental Return screen to locate items If a Bill to Customer was placed on the receipt the customer s name appears in the Customer section If you click the Find button all the items that the customer has rented will appear on the screen If there was no Bill To Customer on the receipt or
13. N ENDED MEANING THAT IT DOES NOT HAVE A SPECIFIED RETURN DATE RESERVATIONS FOR ITEMS WITH OPEN ENDED PLANS AFFECT THE AVAILABILITY CHECKING BY BEING SUBTRACTED FROM THE AVAILABLE QUANTITY The highlighted grid cell is the reservation date time If you select a different cell in the grid the reservation date time will change to that date time Make Reservation Click the Make Reservation button to make the reservation for the date time shown in the Date and Time boxes A confirmation message is displayed If the Rental Item has more than one Rental Plan associated with it you will be prompted to select a Rental Plan NOTE THE AVAILABLE QUANTITIES FOR A DATE TIME DO NOT PREVENT A RESERVATION FROM BEING MADE FOR MORE THAN THE QUANTITY AVAILABLE FOR EXAMPLE IF THERE ARE 2 OF AN ITEM AVAILABLE FOR A DATE TIME A RESERVATION CAN BE MADE FOR 3 OR MORE Page 27 of 34 Rental Module V8 User Manual Document Revision 1 Editing a Reservation To edit an existing reservation select the reservation in the Make Reservation screen and click the Edit button The Edit Reservation screen will be displayed Edit Reservation Customer Phone 1 Phone 2 Smith Bob Find tem 1 T6 Rental tem 2 Final Edit Reservation Date Time Res Oty Hote E 09 2009 9 00 00 AM Check Availability i _ E Make Changes Cancel This is basically the same as the Make Reservation screen Select the new date t
14. Rental Module V8 User Manual Document Revision 1 M8 M s V8 Rental Module V2 x For Retail Pro v8 52 and Above 8 Series Only POS User Manual Copyright 2009 M amp M Enterprises Inc All Rights Reserved Page 1 of 34 Rental Module V8 User Manual Document Revision 1 Table of Contents A T i Deed aa aa a is 4 Rental PS daa 5 Element ofa Rental Plains ide 5 NAME as Ad 5 RE ate diaria 5 Rental PENO e lt kevennssacutwsichanete anes A E A A 5 Pamela ro rato di 5 DISCOS E OS 5 REUT BA o 0 CO RAPE E E ee tee eee ee ee ee rere 6 RENLal IR OUNGING FAO aiii ada 6 Deposit AmoUntai ai ida 6 AUS IRS LNI AN EENE T T TTT eawe nds ensues cundadsned T T A tence A nese ceuete A E TETT 6 STEEN SIZING ea a a A 7 Adding Rental Items toa RECEP usaran a a a a a aaa awit 8 Rental Plan Selection CN co 8 Examples of Rental Items onthe Rec Plisadas A 10 EXdinple or Pay ON Retu REMA aniria E a a 10 Example Or Pay OM PICKUP REMAN arinaa il 10 Customers With Unpad Late Fees ans ds ias 11 AG USENO Deposit AMQUNRES ais 12 Zero Balance RECS DUS tinas o iii dis 13 Sana RA ao 13 Rental REUS usa oa 14 Rental REUS deen cae untae eventancduedecaeiantiuewnesaes 14 Rental Returni DISDIAY ati a ban Madea easel eae Gone aens 14 Esta the Recursos 15 FINdINd By ROCaPtNUMDEE sii ta ic 15 ENdIna By em EOOKUD saruni a a ini 16 PDAM ARA O E E A N eae y eae te 16 Returning the REMS casada 17 ATrOW BUON Srta AS 18 Remove ein ii dias 18 PISTO aaa 1
15. a 3 Day rental The item is late after 3 days and must be returned by 3 00 pm on the due date Flags lls El ee ee l l rene oes vea beset TO Romes veces ornare oee _ E 176 RENTALDPT AYZ Rental tem 2 1 5 95 5 95 0 00 09 01 2009 3 00 00 PM Total Qty Sold 100 SubTotal 5 95 There is no deposit amount In this example Desc3 is used for the deposit amount In this example Desc4 is used for the due date which is shown in date time format Page 10 of 34 Rental Module V8 User Manual Document Revision 1 Customers With Unpaid Late Fees If the Bill To Customer on a receipt has unpaid late fees you will see this screen when the Customer is added to the receipt Customer Late Fees The Customer has 12 00 in unpaid Late Fees Pay Late Fees How If the customer wants to pay the late fees now enter the amount to pay and Amount to Pay click Yes 12 00 Otherwise click No If Yes is used the late fees appear on the receipt 50 Humber Flagi 55 z Date 5 29 2009 E Bill To Cust Mi 10 4 1 a Flag2 Yes Bill To Full Hame John Smith e Admin Flac Blue Cashier Admin teme ocs ven bese gt c omo remo Desc gt UDF Name gt besca i 174 bi hi al ABC Rental Late Fee 1 12 00 12 00 12 00 Time Total Qty Sold 1 00 SubTotal 12 00 hi iu MN a m The number that appears in the Desc4 field is used internally by the Rental Module It is not printed with th
16. ame Rental The total rental fee This will be zero when renting an item with Pay on Return and zero when returning and item with Pay on Pickup Page 30 of 34 Rental Module V8 User Manual Document Revision 1 Deposit The amount of deposit For return items if a deposit was returned to the customer it is listed as a negative amount Late Fee Any late fees paid when the item was returned Store The Retail Pro store code Rcpt No The receipt number for the transaction Cashier The cashier Date Selection There are two ways to select dates for this report select a date setting from the Dates drop down or enter the From To dates directly into the date boxes On entry the dates are set to MTD unless it is in the first 10 days of the month in which case the default setting is Last MTD The date settings in the drop down are MTD Sets the dates for month to date YTD Sets the dates for year to date Last MTD Sets the dates for last month to date Last 2 Months Sets the dates for the last 2 months Last 3 Months Sets the dates for the last 3 months Last YTD Sets the dates for last year to date The To Now button will set to To date to the current system date Click the Search button to search by date Item Filter To see transactions for one particular item select the row in the display and click the Item Filter On button Click the Item Filter Off button to see transactions for all it
17. ate Fee This will be the late fee amount or price level indicated as PL X and the late fee period Hour Day Week Month Late After The number of rental periods after which the item is late LR The Late Rounding factor It will be one of U D N or E ESP The Late Fees Can Exceed Sales Price setting Y or N Here is an example of a Select Plan screen Page 8 of 34 Rental Module V8 User Manual Document Revision 1 EA Select Plan For Rental tem 1 Rental Plans llame Rental Period PRR_ Rate _ Discount Bet fy Deposk__ tate res LE Late After TIEA Daily with Deposit 1 Day 3 00 00 PM 15 00 Weekly with Deposit 1 Week RU 29 95 3 00 00 PM 15 00 Hone S Cancel Select a Rental Plan by using the Up or Down arrow buttons or the mouse and click Enter If you click Cancel the item will not be added to the receipt By way of example this item has two Rental Plans assigned to it Daily With Deposit This plan has a rental period of 1 day The Pay Rental is R on return and the rental rounding factor is Up The rental rate is 4 95 per day The item must be returned by 3 00 pm on the day it is returned or it would be considered another day Since rental rounding is set to Up There is a 15 00 deposit for this plan and no late fees Weekly With Deposit This plan has a rental period of 1 week The Pay Rental is R on return and the rental rounding factor is Up The rental rate is 29 95 per week T
18. e receipt Page 11 of 34 Rental Module V8 User Manual Document Revision 1 Adjusting Deposit Amounts It is possible to change the deposit amount for an item at POS To do this Select the rental item on the receipt Flags IS AA aa l I Desc 4 REE RENTALDPT XYZ Rental ltem 4 0 00 0 00 15 00 173 MMM ABC Rental Deposit 1 15 00 15 00 am Total Oty Sold 2 00 GuhTntal 15 00 From the side menu select the Adjust Deposit button This button is only active when a rental item is selected 2 Adjust Deposit The Adjust Deposit screen will be displayed Adjust Deposit Deposit Per tem Deposit Total Oty The deposit amount per item quantity 1 and 15 00 15 00 total quantity for this line item are shown New Deposit Per Item Enter the new deposit amount Click the OK button Desc 4 175 RENTALDPT XYZ Rental tem 1 0 00 0 00 10 00 E 173 Mohd Pl ABC Rental Deposit 1 10 00 10 00 i Total Qty Sold 2 00 SubTotal 10 00 po Page 12 of 34 Rental Module V8 User Manual Document Revision 1 Zero Balance Receipts If an item with a Pay Rental on Return and no deposit amount is rented it will be a zero balance receipt This receipt still must be updated and printed to record the rental Selling a Rental Item To sell a rental item place the item on the receipt if necessary choose a rental plan Select the item on the screen and click the Sell Rental button on the side men
19. e item is considered late after three days In addition if the Return By setting is exact then the Due Date will be the date time the item is rented plus 3 days exactly to the hour and minute If the Return By setting is Time and the time is set to 3 00 00 pm then the Due Date will be 3 00 pm on the day three days past the rental date If the rental period is 3 days and Late After is set to 2 the item is considered late after 2 rental periods or 6 days The Return By setting is also applied Late Time Rounding This setting is similar to the Rental Rounding setting It is one of Up Down Nearest or Exact It controls how the late time is rounded The total late fee for an item will be calculated as the late time multiplied by late fee See the examples above under Rental Rounding Late Fees Can Exceed Sale Price This is the final element that controls late fees It is abbreviated as ESP If ESP is set to N then the total late fees cannot exceed the item s sale price This is per item If the late fees exceed the sales price the sales price becomes the total late fee If ESP is set to Y then the total late fee can exceed the sale price Screen Sizing Most of the screens in the Rental Module can be resized to fit your monitor and preferred position For screens with column type displays the column sizes can be adjusted Page 7 of 34 Rental Module V8 User Manual Document Revision 1 Adding Rental Items to a Receipt Star
20. ems Printing the Report Click the Print button to print the transaction history Page 31 of 34 Rental Module V8 User Manual Document Revision 1 Item Rental History From the Inventory List or From View screen click the Item Rental History button to see the rental history of the selected item This button is only active for rental items ltem Rental History Item Rental History Display The Item Rental History display is similar to the Customer Rental History display The columns are almost identical except that a Customer column replaces the Item No column fa Item Rental History AE Item 178 Rental hem 4 aa ae Dates Customer Filter CAL s 12008 to 8302009 To Now Search On Customer Trans Date Trans Type Qty Plan Rental Deposit LateFee Store Reptilo Cashier Williams Paul 03 17 2009 3 44 33 PM Rental 3 Day Pickup 5 95 Admin Williams Paul 08 21 2009 3 46 07 PM Return 3 Day Pickup 0 00 Admin gt Date Selection The date selection is the same as the Customer Rental History report Customer Filter Select a row in the display and click the Customer Filter On button to view transactions for only that customer Click the Customer Filter Off button to view transactions for all customers Page 32 of 34 Rental Module V8 User Manual Document Revision 1 Rental Report The Rental Report is a report of all items that are currently rented Click the Rental Report button fro
21. he Rental Quantity It is assumed that all items are being returned However items are not combined Each item from the original receipt has its own line in the display So if a customer rented 2 of item 100 on one receipt and 1 of item 100 on another receipt there will be two item 100 lines on the Rental Return display one with a rental quantity of 2 and one with a rental quantity of 1 On the Rental Return screen you determine what items are being returned These items are then added to the receipt along with any late fees In addition any deposits that were taken are returned Here is a sample Rental Return screen with items that will be used as examples for returning items It is a good illustration because it has the same item rented 3 times with two different rental plans None of these plans have a due date or late fees Page 17 of 34 Rental Module V8 User Manual Document Revision 1 EA Rental Return Reeceipt Loolup tem Lookup Customer Rented Items A e A 4 Smith Bob Rental temi 08 26 2009 8 03 42 PM None Smith Bob Rental tem 1 08 23 2009 9 37 14 PM Hone Smith Bob Rental tem 1 08 29 2009 10 07 31 AM Hone Desc2 Attr Size Plan Period Late After Overdue By Rental Plan Daily with Deposit Orig Rept No 2401 1 Day Never Late Hot Overdue E Rent Periods lA Days lA Days Rate Total 49519 80 OOOO AI 19 30 Late Terms Mone Note that for the first item it has been out for 3 days 15 hours and
22. he item must be returned by 3 00 pm on the day it is returned or it would be considered another week Since rental rounding is set to Up There is a 15 00 deposit for this plan and no late fees Note that if the customer returns this item anytime before a week has passed the full weekly rate will still be due If the customer returns the item at 4 00 pm seven days after it is rented two weeks of rental rate will be due Page 9 of 34 Rental Module V8 User Manual Document Revision 1 Examples of Rental Items on the Receipt Example of Pay On Return Rental Here is an example of a rental item with Rental Plan Daily With Deposit E eee oe E Casmier jun gt E 175 REMTALDPT HYZ Rental tern 1 0 00 0 00 15 00 Al 173 Mi hi Fl ABC Rental Deposit 1 15 00 15 00 JT Total Oty Sold Ea SubT otal 1500 Since the rental is paid on return the price is zero In this example the Desc3 field is being used for the deposit amount the UDF Name field is being used for Late Fee and the Desc4 field is being used for Due Date Because this item is paid on return and has no late fee settings there is no due date Note that the deposit is charged in the Rental Deposit item item 176 If another rental item with a deposit amount is added to the receipt the deposit amount will be increased Example of Pay on Pickup Rental Here is an example of a receipt with an item with a Rental Plan that uses pay on pickup with no deposit This Rental Plan is
23. ick the Drop Return button n p Drop Return The Drop Return screen will be displayed EA Drop Return tem Lookup rim Rented tems Customer Deset OutDate D 2 Attr Size e dora Plan Period Late After Overdue By Rental Plan Orig Rept No a 2m 2 Rem Periods Rate Totai Late Terms talsage sje The Drop Return screen is almost the same as the Rental Return screen Items are added to the Drop Return screen by entering the UPC ALU or Item Number in the Item Lookup and clicking the Find button If only a single item is found it is added to the display However if more than one item is found all the rented items are displayed and you must pick from a list Page 22 of 34 Rental Module V8 User Manual Document Revision 1 EA Select Correct Item Please select the temis being returned Date Rented Orig Rept Pi Rental tem 2 Smith John Wednesday August 26 270 2402 Rental tem 2 Smith John Saturday August 29 2009 2406 Rental tem 2 Williams Paul Saturday August 29 2009 247 Rental tem 2 Levoy Jane Saturday August 29 2009 2408 Rental tem 2 Link Bob Sunday August 30 2009 210 Y Cancel As items are added to the display it is the same as the Rental Return screen fa Drop Return mitem Lookup rm Rented tems ttem Customer Desct Out Date Due Date Rented _ Rent Oty Ret Oty Late Fees Smith John Rental Item 2 08 26 2009 3 48
24. ime check availability if needed and click Make Changes The Edit Reservation screen can also be used to change the quantity or note without changing the reservation date time Page 28 of 34 Rental Module V8 User Manual Document Revision 1 Using Reservations To place an item on a receipt using a reservation set the Bill to Customer on the receipt and click the Use Reservation button from the Receipt Form View screen Rmn Lee Reservation The Use Reservation screen will be displayed i Use Reservation E E Customer smith Bob Final Reservations Reservaton Date Date Made teem OO Tue 11 03 2009 3 30 PM Tue 11 03 2009 11 24 AM Rental tem 1 Phone 1 Phone 2 tip Delete Use Selected Cancel The Bill To Customer will be shown at the top of the screen You can change the Customer setting for finding the reservation but this will not change the Bill to Customer on the receipt Select the reservation you want to use and click the Use Selected button The item will be added to the receipt If the item has multiple rental plans the rental plan that was selected at the time the reservation was made is used for the item You can also delete a reservation directly from this screen Page 29 of 34 Rental Module V8 User Manual Document Revision 1 Rental Reports The Rental Module comes with three reports to assist you in tracking rental items Customer Rental History This is a report for
25. item It continues with the actions to take at point of sale for renting and returning items Page 4 of 34 Rental Module V8 User Manual Document Revision 1 Rental Plans Rental Plans control how an item is rented the rental period the rental rate whether or not there is a deposit how the item is returned and if and how late fees are charged Each rental item has one or more Rental Plans assigned to it Rental Plans are created and assigned to items at the Retail Pro Main When rental items are rented or returned the Rental Plans determine what you see on the receipt Therefore it is important to understand the various elements of a Rental Plan You will see these elements displayed in Retail Pro Elements of a Rental Plan Name The Plan Name can be up to 20 characters long Each name is unique two plans cannot have the same name It is probably a good idea to use names that communicate well to Cashiers Rental Rate The Rental Rate is the amount that is charged for each Rental Period the customer has the item The Rental Rate can be based on a specified amount or a Retail Pro Price Level Rental Period The Rental Period is the amount of time for which the Rental Rate will be applied It can also affect how late fees are charged The Rental Period is a number of Hours Days Weeks or Months Examples If the Rental Period is 1 day then the Rental Rate is applied to each day the item is rented If the Rental Period is
26. m the Inventory List or Form View screen a Rental Report Rental Report Display When the button is selected the Rental Report screen is shown EA Rental Report tem oty Dese Customer Plan Rent Date Due Date Overdue Rept Ho lt tem Customer Details Report Type f Overdue tems C All items The columns for the report are Item The Retail Pro item number Qty Quantity rented Desc Item Description 1 Customer Last Name First name of the customer Plan Rental Plan Name Rent Date The date time the item was rented Due Date None or the date time the item is due Overdue Not Overdue or the amount of time the item is overdue Store The Retail Pro store code Rcpt No The receipt number for the transaction Page 33 of 34 Rental Module V8 User Manual Document Revision 1 Report Type Select a Report Type The choices are All Items or Overdue Items Report Button Click the Report button to display the report Print Button Click the Print button to print the report Page 34 of 34
27. n September 1 at 11 00 am With Return By set to Exact the item is due on September 4 at 11 00 am After that it is considered to be late With Return By set to Time and the time set to 3 00 pm the item is due on September 4 at 3 00 pm After that it is considered late Note that all Rental Plans with a rental period based on Hours will use Exact for Return By Rental Rounding Factor The Rental Rounding Factor only applies to Pay on Return when the Rental Module calculates how long the customer has had an item In most cases the amount of time the customer has the item will not be an exact number of hours days weeks or months It will be something like 1 day 14 hours or 1 week 3 days The Rental Rounding Factor determines if the rental item is rounded up down or used exactly There are four settings Up The time is rounded up to the next higher number Down The time is rounded down to the next lower number Nearest The time is rounded to the nearest number Exact The time is used as an exact amount No rounding is done Deposit Amount A Rental Plan may or may not have a deposit and the deposit amount can be based on a Retail Pro Price Level or be an amount set for the Rental Plan Late Fees A Rental Plan may or may not include late fees The Rental Module will automatically calculate any late fees due when an item is returned How much late fee is charged is based on several items Late Fee Amount
28. s late after 1 period 3 days is now overdue by 1 days and the late fees are 2 00 per day With the second item highlighted EA Rental Return Reeceipt Loolup tem Lookup Customer Rented Items smith John Rental tem 03 26 2009 8 44 58 PM 09 29 2009 3 00 00 PM 3 15 16 Smith John Rental item 2 08 29 2009 10 11 04 AM 09 01 7009 3 00 00 PM 101 54 Desc Attr Size Plan Period Late After Overdue By Rental Plan E Day Pickup Orig Rept Ho 2406 3 Days fi Period hot Overdue Rent Periods h Period Rate Total 5 95 Pickup Late Terms 1 00 Per Day Page 20 of 34 Rental Module V8 User Manual Document Revision 1 When OK is clicked both items are placed on the receipt Bill To Full Hame John Smith Flag pe Cashier Admin A O PE es SAS Desc 4 176 RENTALDPT XYZ Rental tem 2 0 00 0 00 0 00 2 00 176 RENTALDPT XYZ Rental tem 2 E 0 00 0 00 0 00 0 00 174 MMM ABC Rental Late Fee 1 2 00 2 00 2 Total Oty Sold 1 001 SubTotal 200 No of tems 3 pise o 0 0000 0 00 Strista 0010 wks 1 Tax 8 000 000 Because both of these rentals were paid on pickup there is no rental fee The quantities of both items is 1 to return them to inventory In this example the UDF Name field is being used for late fees so we see the 2 00 late fee for one of the items in the UDF Name field We also see the Rental Late Fee item with the 2 00 late fee The Rental Late Fee item will have the total late fees for all
29. t a receipt as you would normally do Add a Bill to Customer Bill To Customers are required for Rental Items Scan or enter the item number of the rental item If the rental item only has one plan assigned to it the item placed directly onto the receipt But if the item has more than one plan assigned to it you will see the Rental Plan selection screen NOTE If the Customer has a reservation for the item you are adding a message will be displayed and the item will not be added to the receipt You should use the Use Reservation button to add the item See the section on Using Reservations Rental Plan Selection Screen The Select Plan screen shows the Rental Plans assigned to the item The columns of the display refer to the Rental Plan elements Name The plan name Rental Period The number and type of period Hours Days Weeks Months PRR The column combines the Pay Rental setting along with the Rental Rounding setting The first letter is the Pay Rental P Pickup R Return the second letter is the Rental Rounding setting U Up D Down N Nearest E Exact Rate The Rental Rate This will either be an amount or a price level indicated as PL X For example PL 2 Discount Any discount percent or discount amount Return By This is the Return By setting and will either be the word Exact or the time of day Deposit This will be the deposit amount or a price level indicated as PL X L
30. ted on this screen to make a reservation Reservation Settings Date The Date of the reservation This defaults to the current day Time The time of the reservation This defaults to noon Qty The quantity of the item to be reserved Note Any note that should be saved with the reservation Checking Availability Enter the reservation date and time and click the Check Availability button The Availability grid will display the quantity available for various dates and times Page 26 of 34 Rental Module V8 User Manual Document Revision 1 Make Reservation Customer Phone 1 Smith Bob Find item i 715 Rent l tem 1 Final Make Reservation Time Date 11 52009 3 30 00 PM 2 23 23 23 23 23 23 S Make Reservation Cancel 2 2 2 2 2 3 2 m TEET Pst Mh Pa Pia Pa Diag a Piet tena Piet oot When the module checks availability it is determining the quantity that will be available for a given date time combination It checks availability for seven days starting three days prior to the reservation date excluding days earlier than the current date and for seven hours on each day starting three hours prior to the reservation time The available quantity is determined from the number of items on hand plus items that are rented but will be returned by that time minus items for which there are reservations for that date time NOTE A RENTAL PLAN CAN BE OPE
31. u AS Sell Rental The price of the item will be changed to the sale price Any deposit amount or due date will be removed If there is a deposit item on the receipt the deposit amount will be changed Flags lal El IES H s RENTALDOPT WY Rental tem 1 1 12 95 12 95 m 173 hl fal hd ABC Rental Deposit 1 0 00 0 00 Note that if the deposit amount of the deposit item is zero you can manually remove it from the receipt Page 13 of 34 Rental Module V8 User Manual Document Revision 1 Rental Returns There are two methods of returning rental items Rental Return and Drop Return Rental Return Rental Return is used when the customer comes into the store to return the item When using Rental Return although it is not necessary it is best to place the customer on the receipt as the Bill To Customer To use Rental Return start a new receipt and optionally add the customer as the Bill To Customer Click the Rental Return button on the side menu for i Rental Return a The Rental Return screen will be displayed EA Rental Return p Sul tem Lookup Customer gt Rented items ttem Customer Deset Out Date Due Date Rented _ Rent Oty Ret Oty LateFees Deposit Desc2 Attr Size Plan Period Late After Overdue By Rental Plan Orig Rept Ho 2 Rent Periods Rate Tots Late Terms e sloiejeje gis If you have placed a Bill To Customer on the receipt the name of the Bill to Customer
32. will appear in the Customer section Rental Return Display The top of the Rental Return screen has various methods for locating items that are being returned The center section of the screen has the list of items that can be returned This section has ten columns Item The Retail Pro item number Customer The Customer in Last Name First Name format Page 14 of 34 Rental Module V8 User Manual Document Revision 1 Desc1 The rental item Description 1 field Out Date The date time the item was rented Due Date Either None or the Due Date in date time format Rented The exact amount of time the customer has had the item It is shown as number of days followed by hours minutes This time determines number of rental periods and late time based on the rental plan Rent Qty The quantity of the item that is rented Ret Qty The quantity of the item being returned Late Fees The total amount of late fees for this item This is the late fee amount per item times the quantity being returned Deposit The total amount of deposit for this item Below the list of return items is a section that has additional information for an item When an item is selected the following information is displayed for that item Desc2 Attr Size Additional Retail Pro item description Rental Plan The name of the Rental Plan Orig Rcpt No The original receipt number Rent Periods The number
33. you want to search for items rented by a different customer you can enter a last name company name or phone number in the Customer box and click the Find button If no matching customer is found you will see the message No matching customers found If one matching customer is found but the customer does not have any items rented you will see the message Customer Name does not have any items rented Page 16 of 34 Rental Module V8 User Manual Document Revision 1 If one matching customer is found and the customer has items rented the items are placed on the Rental Return display If more than one matching customer is found the list of matching customers is displayed fa Select Customer a E Phone 1 Phone 2 Address 1 Smith Bob Federal Vacuum Inc 230 Circle Sq 61333 Smith John 111111 54 Shady Brook Lane 66 444 Smith John 222 333 444 444 232 6666 H East End Blvd 10012 Smithy Bob 4 Circle Sq Cancel Select a customer from the list and click the OK button If the customer has any items rented they are added to the display Click Cancel to exit without selecting a customer Use the Clear button to clear the Customer text box The Bill To button is only active if a Bill To Customer was placed on the receipt Clicking this button places the Bill To Customer name back in the Customer text box Returning the Items When items are added to the Rental Return display the Return Quantity is set to t

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