Total Rental User Manual
Contents
1. 59 RENTAL amp SALES ACCESSORIES arerioei ooe i N E E E E 60 GROUP ITEMS nieee e E a AEE E R AE EE E T a 61 62 HOUR METERS N AEE E EE ER TEE UER EEN 64 REPAIRING RENTAL INVENTORY vivei ea eE EE EER TEE NEETER A 66 5 ER AE RER E 68 225 22 a e a a a a 69 CONTRACT FUNCTIONS Under contract functions in the Contract Reservation entry screen a clerk can open close adjust convert cancel and renew contracts CONTRACT TYPE e Regular A regular contract is any new rental contract or reservation NOTE Sales Items can be added to any rental contract e Long Term Long Term contract is anything over 28 days e Retail Sales Retail Sales is a contract that contains only sales items NOTE No Rental Items can be added to a retail sale e Quote Used when creating a new quote e Quote Adjustment Used when adjusting an existing Quote e Quote Conversion Used when converting a Quote to a new Open Contract Date Out field The date out field will remain the same for any contract that is open on this day The date out field for reservations will be the Date of the Reservation When entering a reservation use the F2 key or right click with your mouse to bring up the rental Calendar Time Out fi2. 1 Select Rental Items 2 Select Rental File Maintenance 3 Enter the item number for the rental item you wish to add meter capability to or you can use the F10 search 4 Ifthe item is not a part of the Inventory select ADD to add a new rental item or select modify for an existing rental item 5 Select the Misc tab 6 Place a check next to meter 7 Select the Meter tab 8 Choose interactive hour meter from the meter type option 9 Enter the Hour Meter OT factor 8 10 Enter the Hours Day 8 11 Enter the Hours Week 40 12 Enter the Hours Month 160 13 Select Done to save your changes Depending on what you have set as your overtime factor this will apply For example if the OT factor is set to 8 this will cause the system to charge 1 8 of the 24hr rate hr of additional usage within a 24hr period If an item is rented for 80 day with 8hrs of usage allowed on the meter the system will charge 10 hr for any hours on the meter over 8 If the unit was used for 9 hrs with a 24hr period the total rental charge would be 90 This total is calculated by taking the cost of the rental 80 and adding the OT factor of 10 64 HOUR METERS CONT D Note A meter reading must be entered for each item that you will like to track the usage for When adding a new rental item under the SKU tab enter in the SKU then place the initial reading in the meter field For an existing rental item you will need to modify th
3. What Happens At this point the amount you entered is no longer applied to this invoice and the end of day cash drawer reports will reflect this entry 38 CASH RECEIPTS SPECIFIC INVOICE Receiving payment for invoices billed to Accounts Receivable can be done two different ways Use the following steps when you want to apply payment to a specific invoice 1 Select Accounts Receivable 2 Select Cash Receipts by Invoice Number 3 Type the Invoice Number or select F10 and or right click the mouse to search for a particular invoice number 4 Type in the Clerk ID 5 Enter the Amount Paid 6 If you give the customer a discount for making payment by a certain date you will need to enter the amount of the discount in the Discount Field 7 Enter the check number or other information you want on the reference line 8 Select the Payment Type 9 Click on Done to process What Happens This payment will be immediately reflected on the end of day reports as well as the customer s account CASH RECEIPTS BALANCE FORWARD Receiving payment for invoices billed to Accounts Receivable can be done two different ways When customer wants to apply a payment towards their account without picking individual invoices to pay follow these steps 1 Select Accounts Receivable 2 Select Cash Receipts by Customer 3 Enter the Customer or press F10 and or right click the mouse to search for the Customer 4 Enter your Clerk ID 5
4. 100 or the amount of the credit you want to create normally the amount of the check you just received as an advanced payment Use Tax Code EX Select DONE to save Again enter the customer s Account Number Type in or accept the same date as in step 4 above 0 Enter 100 or the same amount as in step 5 above using a negative figure 11 Use Tax Code EX 12 Select DONE to save this debit 13 Return to the Main Menu 14 Select Accounts Receivable 15 Select Cash Receipts by Invoice Number 16 Enter the invoice number for the credit invoice positive one you just created You can view the invoices on the customer s account by pressing F10 17 Pay this invoice off using the form of payment you received from the customer In our example you would pay 100 00 gt ONO What Happens These steps create a credit on the customer s account and show a payment to the cash drawer today for the amount of that credit 37 CHANGE AMOUNT PAID OVERPAYMENT AN INVOICE To change the amounts paid on an invoice follow these steps Select Accounts Receivable Select Edit Cash Receipts Enter the invoice number Adjust the Amount Paid Set the editing date Type in a reference indicating the reason for this change in the amount paid i e Applied to wrong invoice or Clerk Error Select payment type Enter your Clerk ID Click Done to process OORUN ON
5. Enter the Amount Paid 6 Enter the check number or other information you may want on the reference line 7 Select the Payment Type 8 Click on Done to process What Happens The payment will be applied to the oldest invoice in the system for this customer If there is more to be applied it will search for the next invoice to pay and continue until it runs out of money This payment will be immediately added to the end of day reports 39 CREDIT MEMOS Credit Memos are used to reverse an amount charged to a customer To execute a credit memo follow the steps below for the specific type Rental Sales Credit Oe NS 8 9 Select Counter Operations Select Reservations Contracts Quotes Under Inquiries Select Credit Memo Enter Clerk ID Select the customer you wish to credit see searching for customers Put in the item number for the item you are crediting i e rental or sales Enter the amount of the credit not including tax and then the quantity to be returned if sales or credited From the Totals tab choose the appropriate tax code for this credit Use the same Tax Code as the original invoice you are crediting Make the appropriate changes and select Credit Memo to process Miscellaneous Accounts For taxes damage waivers etc gt 7 8 9 Select Accounts Receivable Select Credit Memo for Misc Accts Enter your Clerk ID Enter the Customer s Name or use F10 and or right clic
6. Or choose Modify to remove more than one of the item i e quantity for a particular item already sold on this contract 9 Adjust the payment 10 Click Adjust Contract to process the adjustment and print it out CON What Happens The items deleted at this time will be placed back into available inventory for sale to the next customer 23 CANCELING CONTRACT Any open short term non pre billed Contact can be canceled using the follow steps Select Counter Operations Select Reservations Contracts Quotes Under Contract Functions Select Cancellation Select the contract you wish to cancel in your clerk ID press enter to accept Click on Cancel Contract What Happens The items are returned to inventory rental amp retail The cash drawer will be reduced by the amount of any deposits collected The Contract Audit Trail is updated to reflect the cancellation The End of Day reports are updated to show any money refunded to the customer 24 CONTRACT OPERATIONS This next section covers some of the steps and operations that a clerk will go through when creating a new contract or reservation You will find information on how to add customers and rental sales items on a contract e Adding Customers e Normal Add e Quick Add e Searching e Searching for your rental items e Searching for your sales items 25 ADDING NEW CUSTOMERS New cust
7. press enter to accept Enter any Reference you want such as the check number or VISA MC etc Enter the Amount Tendered Select Payment Type Click on Adjust Contract CON What Happens The deposit is changed all the daily reports as well as the customer s file Other Notes To change a deposit on a contract that you are currently in the process of opening you can simply type over the amount in both the Security Deposit Required and the Total Deposit Received fields If you have already gone past these fields it will be necessary to put in an amount greater than that of the Total Deposit Received and then you can go back up using the up arrow to change either deposit field 34 EDIT DAILY DEPOSITS This is used to add or remove a deposit from an open contract This function called edit daily deposits follows the steps below 1 Select Counter Operations 2 Select Edit Daily Deposits 3 Enter the contract number or use the F10 key to search all open contracts and or right click the mouse to bring up contract lookup screen 4 If receiving an additional deposit place that amount in the Deposit Received field 5 To reverse the deposit received enter that amount Deposits Returned field 6 Use the Security Deposit field to enter how much was paid as a security Deposit 7 Choose the payment type i e cash check credit card or company check 8 Enter your Clerk
8. 14 Select Another to add another customer or click on Done to save your changes 26 ADDING NEW CUSTOMERS CONT D Quick Add A Quick Add allows the clerk to add a new customer on the fly A quick add allows the clerk to add a new customer to a contract without having to enter the renter into the database To perform a quick add follow the steps below 1 A quick add can be done in one of two ways eFrom within any contract type locate the Customer information fields Customer ID Driver s License Last name and Phone Use F10 to search or right click in either of the above fields to bring up Customer Lookup Click on quick add or press ALT Q to bring up new customer information eSelect the Customer tab from the top or use the Page Up Down button to progress through the tabs From the customer tab press F12 to perform a Quick Add Enter the customer s Last name required Enter the customer s First name Enter the customer s Driver s License required Enter the address Enter the City State Zip Enter the Phone Number required Place a check next to the Damage Waiver if this customer will be charged a DWC Place a check next to Charge Account if this customer will be set up as a Charge Account Note A normal customer also be added to a new contract on the Follow these steps 1 From within any screen i e General Customer Rental Sales Delivery Info or Totals a R
9. Closing Select the contract you which to close e To look for a particular contract use Search by to sort by Customers Contracts or Items Enter Clerk ID press enter to accept Select Closing Options Select Partial Edit Returns Change the information to conform to the partial return eThis will bring up Returning ONE by ONE eNOTE On a partial return the item to be returned must be brought back in i e The number of Units Out must equal the Units In 9 Click on Done to accept the changes or Reset to reset to previous 10 Select the Totals Tab or click on Totals along the bottom 11 When asked if this is a Partial Return YES NO select YES 12 Collect the payment 13 Select Close Contract RON CONOO 16 OFF CLOCK Use Off Clock to stamp the time when you want to stop the rent on a piece of equipment without returning it to your inventory This feature is most often used when a customer calls to say they are finished using the rented item s and wants them items picked up You can stop the rent and print a Return Receipt see Return Receipt for the driver to take to the job site This allows you to wait until the unit is back in inventory and can be fully checked for damage fuel and hour meter usage before closing the contract Select Counter Operations Select Reservations Contracts Quotes Under Contract Function select Adjustment Select the Contract from the list eTo look for a particular contract use Search by to s
10. ID 9 Use the reference line to make any notes regarding the changes on deposits returned or received 10 Click on Done to save your changes 35 EDIT CASH RECEIPTS Editing cash receipts will allow the manager or clerk the ability to reverse payments done through accounts receivable The payments will be taken off a particular invoice reversing the payments already made This is used if payment was applied to the wrong invoice or to remove payment from an invoice when a check is retained for insufficient funds To edit a cash receipt follow the steps below 1 Select Accounts Receivable 2 Click on Edit Cash Receipts 3 Enter the invoice number or use F10 to search and or right click the mouse to bring up Invoice Lookup 4 Enter the adjusted payment in the Adjust Amount Paid field 5 Use the reference line for specific notes regarding this reverse payment 6 Choose the payment type i e cash check credit card or company check 7 Enter your Clerk ID 8 Select Done to save your changes 36 OPEN CREDITS POSTING ACCOUNT When a customer wants to pay their account in advance of any invoices you must create an open credit on a customer s account In the following example the customer wants to pay 100 toward future rentals To do that follow these steps Select Accounts Receivable Select Miscellaneous Billing Enter the customer s Account Number Type in or accept the Transaction Date Enter
11. If you use the Accrual Accounting Method Make certain all systems except yours are out of the Total Rental program Select Counter Operations Daily reports menu Run the 6 reports eDeliveries ePickups eReservations all using tomorrow s date eDay End Reports gt Daily Transactions eDay End Reports gt Cash Drawer Summary eA R Charges amp Cash Receipts Next go to the Main Menu and select Day End and Exit Answer YES if everyone is out of the system if this is a Multi User environment If someone else is in the system you ll be prompted to have them exit 7 Place a check next to Printed Daily Transaction Report 8 Place a check next to Early Closeout if this is an Early Closeout 9 1 AON Oo Click on Process and when prompted click on YES to continue with EOD 0 Perform your daily backup routine unless it s automatic If you use the Cash Accounting Method Make certain all systems except yours are out of Total Rental program Select Counter Operations Select Daily Reports Run the following 5 reports eDeliveries ePickups eReservations all using tomorrow s date eDay End Reports gt Cash Accounting eDay End Reports gt Cash Accounting Totals 5 Go to the Main Menu and select Day End and Exit 6 Answer YES if everyone is out of the system if this is a Multi User environment If someone else is in the system you ll be prompted to have them exit 7 Place a check next to Printed Daily Transaction Report 8 Pl
12. click on the Add button inside the lookup screen for more information see Adding New Customers 11 From the Totals Tab at the top gt Collect the payment for more information see Totals Page Options 12 Select Process to process the contract 5 NOTE Some of the above steps be different depending the selected Contract Screen Start Page The above example takes into consideration the Rental Item Screen as the Contract Screen Start Page CREATING RENTAL RESERVATION To open a rental reservation follow these steps Select Counter Operations Select Reservations Contracts Quotes Under Contract Functions select New Contract Enter your Clerk ID press enter to accept Set Contract Type to Regular press enter to accept Enter the date of the reservation in the Date Out field Enter the time the reservation will begin in the Time Out field From the Rental Tab at the top gt Add the rental item s to the contract by either entering the item number or search for items by one of the following methods partial Description and hit enter Press F10 and choose from the lookup screen Right Click inside the Description Item Number or Mfg Part number fields to access the lookup screen 9 From the Customer Tab gt Select an existing Customer by using F10 to search or for a new customer use F12 to perform a Quick Add for more information see Ad
13. must go into Rental File Maintenance ADD MODIFY Bring up the item number for the first piece of your new kit and under the Misc Tab make sure Kit Sub switch is checked A new Tab will be available allowing you to enter the KIT RATES These rates will be used whenever this item is rented in a kit Please note the rental rate total amount of Sub items within a kit must add up to the amount you wish to charge for that rate kit For example add up the 24 hour rate for each Kit Sub item and see that it matches the amount you will charge for the Kit for one 24 hour period Defining a Kit Master Item The Kit Master will be a separate new item and cannot be the main Kit Sub item It is not a piece of equipment but rather the item number that will join the Kit Sub items To readily identify a Kit Master you should assign a specific department number for all Kit Masters items such as KI or XX It is also a good idea to adda row of asterisks to the end of the description field For example Air Compressor Kit _ This helps set it apart from the rest of the items when looking them up with the F10 search When setting up the Kit Master item you must check the Kit Master switch under the Misc Tab This will enable you to enter the Kit Master Rates Note The Kit Master rate is a total of the Kit Sub rates the rates must be entered manually A kit may contain as many as ten different sub items 62 KITS CONT D Now that you have set
14. up your Kit Master it is time to add the items that will make up this Kit From within Rental File Maintenance select the item that will be the Kit Master and then locate the Kits button lower left corner Press the Kits button a new window will pop up prompting you to enter the item number which will be a sub item of this kit or press F10 to search all available items set up as Kit Subs Note Each item that makes up a Kit can still be rented separately but if a customer wants to rent the Kit just select the Kit Master and each item will be added to the contract with its own specified rate 63 HOUR METERS Total Rental offers two types of Hour Meters a basic hour meter which keeps track of the equipment usage and an interactive hour meter which will keep track of the equipment usage and will also apply an overtime factor for over usage To setup an hour meter follow these steps 1 Select Rental Items 2 Select Rental File Maintenance 3 Enter the item number for the rental item you wish to add meter capability to or you can use the F10 search If the item is not a part of the Inventory select ADD to add a new rental item or select modify for an existing rental item Select the Misc tab Place a check next to meter Select the Meter tab Choose hour meter from the meter type option Select Done to save your changes A setup an interactive hour meter follow these steps
15. 36 OPEN CREDITS POSTING 2 2 4224000 0000000000000000 37 CHANGE AMOUNT PAID OVERPAYMENT OF 38 CASH RECEIPTS SPECIFIC INVOICE 39 CASH RECEIPTS BALANCE FORWARD E 39 CREDIT MEMOS parein noie ea AAEE EE NE E EEE A ENE A AOE E E E EE 40 0 2 4 2 0 3 0000 usie EEK 41 ENDING THE DAY DAY END AND EXIT haie a AA AAE Lea eNA Ea AATAS 42 MONTE END PROCEDURES r a Ca roses E aA EA 44 20049 RE Eaa 45 CHANGING A CUSTOMER 46 CHANGING A 47 CHANGE A SALES ITEM 48 DELETING TEEMS A CUSTOMERS 49 RENTAL amp SALES ITEMS RELATED 50 5 2 A 51 ADDING YOUR SALES ITEMS coved snbuvestdeade cute 56 CONVERTING SALES ITEM INTO 220 6 2
16. ADDING RENTAL ITEMS Adding rental items to your rental inventory is a long tedious process But following the tips listed below can help shorten the time needed to add your rental items These procedures will outline tips for adding serialized rental items such as Air Compressors and Bobcats Numbering Rental Inventory Total Rental has the following styles for numbering Rental inventory Style 1 12 345 67 Dept SKU Spaces 1 amp 2 are for the department You may use numbers or letters to designate your department as you choose We have found users prefer letters because they have more obvious meanings compared to numbers Spaces 3 4 amp 5 are for the item number For example Item 100 Dept LG Lawn and Garden may be a Push Type Lawn Mower Each class of lawn mower could be numbered as such 105 for a 5HP or 108 for an 8HP mower Spaces 6 amp 7 are for the SKU or Stock Keeping Units These digits are added to the end of the item number to allow for the tracking multiple of serialized units for the same item Items with the same item number but different SKU numbers will have the same description and rate structure For example 01 100 01 01 100 02 etc For bulk items such as chairs or scaffolding we will use the group switch found on the misc tab during item add More information will be provided about bulk items later in this document 1234567 8 9 Dept Item SKU The first two space
17. Assigning Rental Rates to your Inventory Rental Rates Total Rental has four required rates which are the Minimum 24hr Weekly and 4 Week Rates Note The hourly rate is used to prorate between the Minimum and 24 Hour Rates If the Hourly rate is left blank the system will jump from the Minimum to the 24 Hour Rate The Daily rate and the 24 Hour rate should not be confused The Daily rate is where the customer picks up an item and it is due back before the close of today s business A 24 hour rental is just that a 24 hour rental 52 ADDING RENTAL ITEMS CONT D Weekend Rates Weekend 1 2 days Time Due 8 00 am An item rented by a certain time on Saturday which is allowed two days of usage for the price of one Due date is Monday by default at 8 00 am Note If open 7 days a week disregard this rate Weekend 2 3 days Time Due 8 00 A special rate if you allow an item rented on a Friday by a certain time to be returned by Monday at 8 00am Note This rate is designated for party rentals Weekend 3 4 days Time Due 8 00 A special rate if you allow an item rented on a Thursday by a certain time to be returned by Monday at 8 00 am Note This rate is designated for party rentals Event This rate is designated for special party rentals For example a wedding the default number of days is 5 meaning the customer is allowed 5 days for their event Grace Period Amount of time allowed before the syste
18. HAT DAY it cannot be deleted until the contract is closed and Day End and Exit have been completed Deleting Customers Select Customer Select Customer File Maintenance Select the customer you wish to delete Click on delete When prompted type YES to confirm delete The customer number will be available to reuse but it should be noted that history for the deleted customer is not removed Therefore it is not recommended that you reuse deleted numbers Please Note If a customer has items rented out or owes money they cannot be deleted until the contract is closed the money is paid and Day End and Exit have been completed If a customer is on the BG or Restricted Account list be sure you really WANT to delete them before you proceed 49 RENTAL amp SALES ITEMS RELATED In this section you will find information on how to set up your Rental Inventory and advanced topics such as setting up Kits and Group Items This section also covers how to service your damaged equipment or equipment that needs general maintenance You will also find topics on changing a sales item to a rental item and other related topics Adding Rental Items Adding Sales Items Converting a Sales to a Rental Item How to setup Rental Sales Item Accessories e How to set up Group Items How to set up Kits e How to set up Hour Meters e Equipment Repairs e Locating Equipment Overbooking 50
19. KU number with the relevant information You will notice that SKU number 00 will be updated to the new inventory count of this item 13 Select Done to save your changes Example for Brown Chairs ITEM Disp Owned Invent CH BRN 00 Y 200 0 01 0 100 CH BRN 02 N 0 100 ITEM Disp Owned Invent 60 123 00 Y 200 0 60 123 01 N 0 100 60 123 02 N 0 100 The above example shows two purchases of chairs of 100 each and an overall inventory of 200 chairs The counter clerks will only see SKU number 00 making it easy to rent Each time a new purchase of chairs is added the quantity Owned should reflect the total number of chairs purchased 61 5 Kits are a grouping of various rental items the system that can be pulled together on a contract by selecting one item That item is known as the Kit Master Such an example would be an air compressor kit which could include an air compressor hammer two bits and a hose A Kit Sub item is one of the items that make up the kit Kit Sub items must be items in your rental inventory and must have the Kit Sub switch checked Keep in mind that a Kit Sub item can be rented separately from the kit The following is an example of a kit Kit Master Description KT 100 01 Air Compressor Kit Kit Sub AC 185 01 Air Compressor 185 cfm Diesel HM 200 01 Hammer 90 Air HO 350 01 Hose Air 50 BT 110 02 Bit Point First you must set up and define all the Kit Sub items you
20. MARKET LINE COMPUTERS TOTAL RENTAL USER MANUAL CONTRACT 001424200 4 OPENING A ATE VRET 5 CREATINGA RENTAL RESERVATION eE KE EE N RR NAE 6 RESERVATIONS N E V E RN EA A A O 7 8 9 ADJUSTING AN EXISTING RENTAL RESERVATION 2 10 ADJUSTING Be cute Tiedt asa cen cea E N 11 CONVERTING A RESERVATION INTO AN OPEN 12 CONVERTING A QUOTE INTO A RESERVATION o oo ccceccceecseccesecsseseceeescseeeeessesesssecseeseeneees 12 CONTRACT RENEW AES 13 CLOSING OPTIONG ccssssssssssscssrcssscsssssssscsesssssecssresssscsscsasesssesessesesssssscscsesesasesescsssesesscsssesasesesasesees 14 CONTRACT CEOSING AREN EERE eaS 15 e Geinedhonnsuteabegtese e e aN i i iiaia 16 ORE CLOCK
21. NTAL SALES ACCESSORIES When customers rent a particular piece of equipment such as a sander the consumer will most likely purchase different kinds of sandpaper and other relevant accessories Total Rental you can set these items to pop up when the particular item is being rented To do so follow the steps below Select Rental Items Select Rental File Maintenance Click on the item you would like to have accessories set up for Now click on Accessories which is located in the lower right hand portion of your screen You can also select accessories by clicking the Alt key and the letter A Alt 5 This will open a new window Rental Accessories for item 6 Use your mouse or use the Alt key with the associated underlined letter to select between Rental or Sales items 7 Enter the item number of the item you wish to add or use the F10 key and or right click your mouse to bring up Rental or Sales item lookup 8 Right click your mouse on the item or press enter to select the item 9 You will be prompted if you like to add this item Select Yes or No 10 Once you have selected your item you can enter a quantity a particular note 11 To delete an item select the item from the list and click on delete or the Alt E key When prompted before deletion click on Yes or No 12 Continue adding your rental sales item accessories 13 When finished select Done or use the Alt D key nae ee Note After the item t
22. S EE E E E E E ET 17 e a E a a AN i 18 OVERRIDE CHANGE RATES oanrin n A a a a a T 19 TOTALSPAGEOPTIONS ean 21 REMOVING RENTAL ITEMS FROM A 22 REMOVING SALES ITEMS FROM A 2 0 4 64000000 23 Sageneeshentontssieentesdbeteas 24 CONTRACT 68 0 449 0 0000 25 ADDING NEW 5 delete 26 SEARCHING FOR YOUR 28 SEARCHING FOR YOUR SALES ITEMS exis 29 30 ACCOUNTS RECEIVABLES scsssssssscsssssssscseresssecssrcscssscsscscsssssesssssesssesscscsscssassssscsssesasscsscesasessseeees 31 32 VOIDINVOICE 33 CHANGING A DEPOSED iria a e 34 EDIT DAILY DEPOSITS e ea 35 EDIT CASH
23. ace a check next to Early Closeout if this is an Early Closeout 9 Click on Process and when prompted click on YES to continue with EOD 10 Perform your daily backup routine unless it s automatic he 42 ENDING THE DAY CONT D What Happens Either of the above processes will clear the daily reports and prepare the system for the next business day When you start the program again you will see a title screen prompting you to enter today s date and the beginning cash drawer This is an indication you have completed the day end successfully If you do not see this screen you MUST run Day End and Exit If you still are having problems please contact tech support NOTE If you are not prompted for Today s Date and beginning cash drawer and are sure an End of Day was performed please check the setting under General System Settings gt General System Options gt Cashdrawer Information gt Make sure a check is next to prompt for beginning cash drawer 43 MONTH END PROCEDURES The following checklist is to help guide you through a typical end of month procedure This process will clear out the Month to Date Totals wherever they exist It is recommended that you photocopy this section before using it This will allow you to use this guide every month Also please note this is only an outline and should be reviewed and finalized by management personnel Follow your standard Day End Procedure including printing your Day End Rep
24. artial Description and hit enter Press F10 and choose from the lookup screen Right Click inside the Description Item Number or Mfg Part number fields to access the lookup screen 9 From the Customer Tab at the top of the screen gt Select an existing customer by using F10 to search or for a new customer press F12 to perform a Quick Add see Adding Customers 10 From the Totals Tab gt Select Process Quote 5 What Happens The inventory is not committed and no money changes hands The quote will be in your system until you cancel it It can be converted into a contract later by pressing the Quote Convert Adjust button and following the prompts This brings up the contract adjustment screen It is at that time the inventory will be checked committed and you can take a deposit if you want ADJUSTING EXISTING RENTAL RESERVATION Contract adjustment allows you to add additional rental items that were missed during opening or additional sales item s to an existing contract It also allows you to change the rates and or the terms of the contract To perform a contract adjustment follow the steps below Select Counter Operations Select Reservations Contracts Quotes Under Contract Functions select Adjustment Select the contract you wish to adjust from the list eTo look for a particular contract use the Search By function Here you can search by Customers Contract numbers or Renta
25. atus Available Sold Pending Returned Note This is where you can change the status of your serial number For example if a sales item s status is pending even though it is available you will need to change its status under Modify Sales Serial File available from the Management menu 58 CONVERTING SALES ITEM INTO A RENTAL ITEM To add a sales item to your rental inventory you will need to sell the item to yourself for no cost Then you can add the sales item to your rental inventory To do this follow the steps below NOOR WN 8 9 10 Select Counter Operations Select Reservations Contracts Quotes Under Contract Functions select New Contract Enter your Clerk ID Under Contract Type select Regular Leave the time out and date to the default press enter to continue Go to the Sales Tab enter the item number or use F10 to search the sales inventory In the price field enter 0 00 Select Add to add the item to the contract Go to the Customers tab enter the customer or use F10 to search the customer database Go to the Totals tab collect the payment Select Process Now add the item to your rental inventory Select Rental Items Select Rental File Maintenance Select Add Enter in the necessary information For example cost manufacturer number store location if Multi Store Select Done the item has been added to your rental inventory 59 RE
26. bove Use Return with Opening Rates to avoid charging any money to the service department at this time Select Rental Items Select Repair Entry Select the item or use F10 to search for the item needing repair Enter the Repair Date Enter any Repair Notes Select the Work Performed select from a list of Repair Codes that you ve set up Repair codes can be added and modified under General System Settings gt Code Maintenance gt Repair 8 Enter the cost of Total Parts 9 Enter the cost of Total Labor 10 Select Done to complete the Repair Entry WD 66 REPAIRING RENTAL INVENTORY CONT D What Happens The item s being repaired are taken out of available inventory and the reservation screen will indicate they are in the service department for the length of time selected when the work order was created This way everyone knows the item is not available for rent and won t be until that due date In addition because the SERVICE customer was used this contract does not get registered as rental and the ROI and Preventive Maintenance systems are kept accurate When entering the repair any labor or parts dollar amounts entered are stored as Expenses and will be used to calculate the ROI Return on Investment 67 LOCATING EQUIPMENT To find out where a particular piece of equipment is you can use the Reservation Inquiry Screen oe Oh 53 D Select Counter Operations Select Reservations C
27. ce to keep track of who you buy your sales item s from This list helps organize your sales vendors To add vendors follow the steps below e Select General System Settings e Select Code Maintenance e Select the Vendors tab From the Vendors Tab please enter the Vendor s information the specific fields Note Four alphanumeric characters are available for the Vendor Code Vendor1 and Vendor2 are alternate vendors the same items can be purchased Serial Numbers Total Rental can also keep track of your serialized sales items Allowing you to keep track of serial numbers and controlling which serial number will go out when being purchased To add serial numbers follow the step below When adding a new sale item sure a check is placed in Serial Number s 57 ADDING SALES ITEMS CONT D Existing Sale item Select your sales item Click on Modify Place a check in Serial Number s Entering your Serial Numbers From Sales File Maintenance gt Click on the Serial Number tab Click on the first block labeled Serial Number Click on an available field NOT DEFINED Highlight NOT DEFINED with your mouse and delete Enter in your Serial Number Note the status will change from UNDEFINED to AVAILABLE Changing a Serial Number Status From the main menu select Management Modify Sales Serial File Click on the Status drop down menu for your respective sales item Change the Status to its respective st
28. cessary changes under the Tabs at the top see Adjusting an Existing Rental Contract Click Adjust Quote What Happens Any changes you make are saved when you hit Adjust Quote 11 On the day so follow th CON O TING A RESERVATION INTO AN OPEN CONTRACT of a reservation you will need to convert it to an open contract To do e steps below Select Counter Operations Select Reservations Contracts Quotes Under Contract Functions select Convert Reservation Select the reservation you wish to convert When prompted to Convert This Reservation Into A Contract select Yes Enter your Clerk ID press enter to accept Under Contract Type select regular press enter to accept Enter the Date Out press enter to accept Enter the Time Out press enter to accept 10 Modify the rental item s for the length of contract if necessary 1 1 Select the Totals tab to collect a deposit payment if any for cash customers 12 Select Process Conv to process the conversion CONVERTING A QUOTE INTO A RESERVATION To convert a quote to a reservation follow these steps OORUN ON Select Counter Operations Select Reservations Contracts Quotes Under Quote Functions select Adjust Convert Select the quote you wish to convert Enter your clerk ID press enter to accept Under Contract Type select Quote Conversion press enter to accept E
29. ding Customers 10 From the Totals Tab gt Collect the payment see Totals Page Options 11 Select Process to process the reservation 5 What Happens The inventory is committed for the range of dates the reservation is created for i e from the Date Out to the Due Date By default reservations will have to be converted into contracts the day the rental is to start This allows for easy adjustments and no shows See Converting a Reservation Into a Contract RESERVATIONS To take a Reservation for a specific piece of equipment follow these steps 1 2 4 Open a new Contract using the Date Time out the unit is to reserved for See Opening a Rental Reservation This will be the start time of the rental period The rest of this functions just like a normal contract When you print out the form it will read Reservation along the top This Reservation will need to be converted to a contract on the morning of date specified above During conversion the system will ask for any deposits due and print out a copy of the contract for the customer to sign To view availability for reserved items you can select Reservation Inquiry Follow the steps below OORUN Select Counter Operations Select Reservations Contracts Quotes Under Inquiries select Rental Items Reserv Select Reservations This will bring up Rental Reservation Inquiry Enter the
30. e item under rental file maintenance Select the item and select modify under the SKU tab choose modify to modify an existing SKU and follow the above steps 65 REPAIRING RENTAL INVENTORY Taking Rental Item s Out of Available Inventory When you need to make repairs to a piece of rental equipment and you want to remove the item from the available rent list follow these steps 1 Create a Customer Account using the word SERVICE as the name Be sure to select IH In House as the customer type Either quick add from the contract entry screen or from Customer gt Customer File Maintenance gt ADD new customer 2 Open a contract using the account name SERVICE 3 Rent the item s needing repairs to this service customer for the period of time the lead mechanic feels it will be down Use the Misc Rate so you can set the rate amount to 0 00 This will be important when you go to close this work order contract 4 Click Process to print the contract so you have a work order to give to the mechanic Keeping Track Each day you should be printing the Contracts Due Report This report will remind you when this item is due back from the service department Adjustments can be made to the work order contract to extend the time in service if necessary Contract Function gt Adjustment When the Repair is Completed Once the repair is complete follow these steps 1 Close the contract created in step 2 a
31. e new rate you want to charge in the Amount field Select Done 19 OVERRIDE CHANGE RATES CONT D Adjusting a Closed Contract Invoice The only way to reduce the amount charged to a customer after the contract has been closed invoice issued is to use a Credit Memo To change more simply create a new contract for the additional amount or you can issue a credit memo for the entire invoice then re create the contract invoice with the corrected amount See Credit Memos for more information 20 TOTALS PAGE OPTIONS Once you have selected the customer and the rental sales item s to the contract the next step is to process the open contract contract adjustment reservation and closing contract To do so you must either collect the open amount depending on the customer settings or zero out the deposit for payment on return Whatever payment method you choose from pre billing to pay on return or up front payment you have to access the Totals page To access these options follow the steps below 1 From your current page select the Totals Tab along the top 2 If this is a charge account make sure a check is placed in the Charge Account box Collect extra charges if necessary otherwise skip to next step e Delivery for delivery charges Fuel for fuel charges e Labor for labor charges Select the tax code for this particular contract i e EX or ST If this customer will Pay on Return zero out the Total Depo
32. eld The time out field will remain the current time for any contract that is open on this day For deliveries and reservations the time will change according to the time needed OPENING NEW RENTAL CONTRACT To open a new contract follow these steps Select Counter Operations Select Reservations Contracts Quotes From Contract Functions select New Contract Enter your Clerk ID press Enter to accept Set Contract Type to Regular press enter to accept Enter the Date Out press enter for today s date Enter the Time Out press enter for the current time From the Rental Tab at the top gt Add the rental item s to the contract by either entering the item number or search for items by one of the following methods Type ina partial Description and hit enter Press F10 and choose from the lookup screen Right Click inside the Description Item Number or Mfg Part number fields to access the lookup screen 9 Follow the screen prompts to finish adding your rental item for more information see Searching for Your Rental Items 10 From the Customer Tab at the top gt Select a customer from your existing list by one of the following methods e Type ina partial last name or company name and hit enter Press F10 and choose from the lookup screen Right Click inside either the Last name Phone Customer ID or Driver s License fields to access the lookup screen or add a new customer by pressing F 12 for Quick Add or
33. elect the rental item you wish to remove and click on Delete When prompted type YES to remove the item or NO to cancel Or choose Modify to change the quantity price of any item Click on Adjust Contract and if necessary adjust the payment due 0 Click on Adjust Contract again to process the adjustment and print it out AUN gt ON What Happens The items deleted at this time will be placed back into available inventory for rental or reservations 22 REMOVING SALES ITEMS FROM CONTRACT When Creating a New Contract When you are creating a contract you can remove sales items by choosing the Sales Tab and if the Sales Item entry box is displayed hit escape to return to the contract entry screen Select the item you wish to remove and select delete When prompted click YES to process the removal or NO to cancel the item removal When Adjusting an Existing Contract When you have already opened the contract and want to remove a sales item from it go to the Contract Adjustment screen There you will be able to Delete Sales Item s or Adjust the Quantity Select Counter Operations Select Reservations Contracts Quotes Under Contract Functions Select Adjustment Select the contract you wish to modify Enter your Clerk ID press enter to accept From the Sales Tab from the Top select the sales item you wish to remove and click Delete When prompted type YES to remove the item or NO to cancel
34. en you want to change a rental item number follow these steps Select Rental Items Select Rental File Maintenance Select the item whose number you wish to change Select the EDIT TAB from the top Place the dot in the appropriate field To change the Rental ITEM Number gt place a dot in Change RENTAL ITEM Note The item number is the last three places after the dash To change the Rental Department gt place a dot in Change Rental DEPARTMENT Note The Department is the first two places before the dash 6 Enter the new value in the New Value field 7 8 Select Exit to return to the main menu Select Change to Save your Changes What Happens The system will search for and replace all occurrences of that old number with the new one This includes the history files i e Closed contracts etc Other Notes It can take several minutes to make all the necessary changes therefore it is not recommended that you do this during extremely busy hours 47 CHANGE SALES ITEM NUMBER When you want to change a sales item number follow these steps Select Sales Items Select Sales Item Maintenance Select the item whose number you wish to change Select the EDIT TAB from the Top Place the dot in the appropriate field change the Sales ITEM Number gt place dot in Change SALES ITEM Note The item number is the last three places after the dash change the Sales d
35. epartment gt place a dot in Change Sales Item DEPARTMENT Note The Department is the first two places before the dash Enter the new values in the New Value field Select Change Type YES to confirm the change Total Rental will prompt the change has been finished 10 Select Exit to return to Sales Item Maintenance 11 Select Exit to return to the Main Menu akRWwWN CON O What Happens The system will search for and replace all occurrences of that old number with the new one This includes the history files i e Closed contracts etc Other Notes It can take several minutes to make all the necessary changes therefore it is not recommended that you do this during extremely busy hours 48 DELETING ITEMS CUSTOMERS When you want to remove inventory item numbers from your list follow these instructions Deleting Rental Inventory Items Select Rental Items Select Rental File Maintenance Select the item you wish to delete Click on delete When prompted type YES to confirm delete Please Note If an item is out on rent THAT DAY it cannot be deleted until the contract is closed and Day End and Exit have been completed Deleting Retail Inventory Items Select Sales Items Select Sales Item Maintenance Select the item you wish to delete Click on delete When prompted type YES to confirm delete Please Note If an item is sold or is on an open contract T
36. ere if this item will have a damage waiver charge Group Item Place a check here if this item is non serialized See Group Items Subrent Place a check here if this item is sub rented and place the percentage that you receive Operated This is if this item can be driven on the road It is used to calculate Use Tax only Only one state charges an operated tax Kit Master If this item will be set up as a kit e See Kits Kit Sub Items that are a part of a kit e See Kits Minimum Plus must be checked Monthly Plus See OT Factors Include Sat amp Sun must be checked Meter If this item has an hour meter e See Hour Meters Full Page Caution Notes If you would like to print full page caution notes 54 ADDING RENTAL ITEMS CONT D SKU Stock Keeping Unit SKU Number 01 02 for serialized rental items 00 for group item designator Each piece of equipment that you own and want to keep track of will have its own SKU number Display Y N Place a check to have this item displayed If an item does not have a check next to display the item will not be rentable Meter Place the initial meter reading of the piece of equipment you would like to keep track of Owning Location For multi store use only Current Location For multi store use only Note Fill in other related information accordingly Specifications Item Specification Stor
37. es any relevant information you would like your clerks to know about this particular piece of equipment For example the depth a trencher will dig SKU Specification See above explanation Meter Tab e See Hour Meters Caution Notes Standard Caution Notes This stores any relevant information you would like your customer to know about this particular piece of equipment For example storing safety notes and or operating instructions Standard Caution Notes print right after the rental item Full Page Caution Notes Same as above but will print on a separate page Kit Rates e See Kits 55 ADDING YOUR SALES ITEMS Now that you have gone through adding rental items to your inventory the next step is to add your sales items i e gloves sandpaper paint etc Below you will find some helpful tips on adding your sales items Numbering of Sales Inventory Total Rental has the following numbering systems for Sales Inventory Style 1 The first two spaces are for the department and the next ten spaces are for the item number It is suggested that you group your sales items along the same format as your rental items For example floor related rental items would have the same department as sales items for floor use Style 2 12 3 4 5 6 7 8 9 10 11 12 13 The first two spaces can be designated for the department the last eleven are for the item number Note Style 1 is the default numbering convention If you w
38. f removing bad debt when an ENTIRE INVOICE is being disputed This method reverses the revenue assigned to all items on the invoice If the customer is only protesting a small portion of an invoice you cannot use this option Please see Void Invoice Using Credit Memo This option is the best way to remove bad debt when a customer is protesting only part of an invoice See Credit Memo These options can also be used to remove Finance Charges from a customer s account 32 VOID INVOICE To Void an invoice and reverse all entries at one time use this option see also Credit Memos 1 Select Accounts Receivable 2 Select Void Invoice 3 Enter the Invoice Number or use F10 to Search for the Invoice 4 Select Void 5 When Prompted type YES 6 Enter Clerk ID press enter to accept 7 Select Void choose your option 8 Apply Credit to Specific Invoice 9 Issue Credit Now 10 Post Open Credit to AR NOTE To print a copy of the voided invoice Print the above information before processing the void option What Happens The Rental item s are returned to the inventory Revenue is rolled back on all items involved and a credit memo is created and cross paid automatically 33 CHANGING DEPOSIT To change a deposit on a contract that is already open follow these steps Select Counter Operations Select Reservations Contracts Quotes Under Contract Functions Select Adjustment Enter the Clerk ID
39. h actual rates would be the rates accrued on the rental contract i e late charges Close with Opening Rates Close with the original rates Partial Edit Returns A partial return can be used when a customer brings back a few items on a contract early and keeps the other items A partial edit return can also be used to modify the charges on the rental item See Partial Edit Returns Go to TOTALS Will take you to the totals page See Totals Page Options 14 CONTRACT CLOSING To close an open contract follow the steps below AUN NOOO Select Counter Operations Select Reservations Contracts Quotes Under Contract Functions select Closing Select the contract you wish to close from window e To look for a particular contract use the Search by to sort by Customer Contract or Items Enter your Clerk ID press enter to accept Enter the Time In press enter to accept or press F2 for actual time Select Closing Options e See Closing Options Modify and or make any changes Select Totals to collect the payment or send the balance to A R e See Totals Page Options 10 Select Close Contract to close out the contract 15 PARTIAL RETURNS You can return one or more items on a contract and leave the remaining items out on rent on the same contract To do this follow these steps Select Counter Operations Select Reservations Contracts Quotes Under Contract Function Select
40. hat is to be rented is selected a new window Rental Accessories for Item will appear and the accessories can be selected by clicking on the check box next to the item When completed click on Done or use the Alt D key All items can be selected or deselected by either clicking on Select All or Unselect All 60 GROUP ITEMS Group items are any bulk type items that you need to track in Total Rental For example tables chairs air hoses and coffee makers Other such rental items would be items that have no serial number To set up a group item follow these steps OP oN D 7 8 9 1 Select Rental Items Select Rental File Maintenance Select ADD to add a new rental item Enter in the item number CH BRN or 60 123 Type in the description for this item i e Chair brown folding w foot rest Enter in the rates for this particular item Keep in mind that Minimum 24 Hour Weekly and 4 Weeks are required rates Select the Misc tab Place a check next to Group Item Select the SKU tab 0 Enter in SKU number 00 Make sure a check is in the box labeled Display Y N All other information should be grayed out press enter to save this information 11 Next select the ADD button to add a SKU number 01 Enter in the amount you have on hand in the inventory field Feel free to enter in the other relevant information i e Cost Manufacturer 12 In the future when you purchase more of this item you will need to add a new S
41. he Totals Tab gt collect the initial payment or for Pre billed contracts charge accounts they will be issued an invoice which can be posted to Accounts Receivable 10 Process the contract the contract will be printed and saved CON CHANGING A REGULAR CONTRACT TO A LONG TERM CONTRACT Select Counter Operations Select Reservations Contracts Quotes Under Contract Functions select Adjustment Enter your Clerk ID press enter to accept Select the contract you wish to convert Select Convert to LT Acopy of the contract will be printed What Happens If you are pre billing your long term contracts an invoice will be issued Otherwise you will need to renew this contract to generate an invoice See Contract Renewals Modifying an existing long term contract See Adjusting an Existing Rental Contract CREATING A QUOTE To open a quote for a customer follow these steps Select Counter Operations Select Reservations Contracts Quotes Under Quote Functions select NEW Quote Enter your Clerk ID press enter to accept Under Contract Type make sure Quote is selected Enter the Date Out press enter for today s date Enter Time Out press enter for the current time From the Rental Tab at the top gt Add the rental item s to the contract by either entering the item number or search for items by one of the following methods Type ina p
42. ight click the mouse or use the F10 search function to bring up the customer lookup screen when using the search option Use either keystroke function under Customer ID Drivers License Last name or Phone 2 Inside the Customer Lookup Screen either click on the ADD button or use the Alt A key to bring up a normal add See Normal Add 27 SEARCHING FOR YOUR RENTAL ITEMS Rental Items quotes three can be added to new and existing contracts reservations and or possible ways by item number description and mfg item Clerks most commonly search by description using keywords For example typing Compressors and pressing enter will bring up all your compressors if you followed the naming conventions Follow these steps to add rental items to a contract using the Description Field NO 8 9 10 11 12 13 14 Select Counter Operations Select Reservations Contracts Quotes Under Contract Functions select New Contract Enter your Clerk ID press enter to accept Select the Contract Type use the arrow keys to move up and down and use the space bar to accept the type press enter to accept Select the Rental tab if you are not already there In the Description field type the description for the item you searching for Select your rental item from Rental Item Lookup window Choose your desired rate type Enter the number of days this item will be rented for Enter
43. ion field type in description for the sales item you are searching for 8 Enter the Quantity 9 Press enter to accept the price or type in a new price 10 Select Add or press enter to add this item to your contract NO By Item Number Adding a rental item using the item number is similar to adding a rental item by description Follow the steps above but replace description with the Item Number By MFG Adding a rental item using the item number is similar to adding a rental item by description Follow the steps above but replace the item with the MFG 29 CONTRACT SEARCH OPTIONS When the clerk selects either Adjustment Convert Reservation Closing or Cancellation this will bring up all contracts that are available to the respective contract function Using the Search By buttons the clerk can sort the information a specific way by contract customer or item The clerk is not limited to these search options because clicking on the respective field tab will enable a search by i e first name last name The default contract search option is set in the General System Settings gt General System Options gt Invoice Contract Assignment Search by e Customer This will sort your contracts by alphabetically customer allowing the clerk to see what contracts and items are out for a specific customer e Contract This will sort your contracts in ascending order and will allow the clerk to see what items are o
44. item number you wish to search for or press F10 or right click the mouse to bring up Rental Item Lookup eClick on the field of you wish to search by and use Search In field to search for a particular item 7 Select the item 8 9 This will bring up a calendar showing the availability of the item Select Reservations selected for a selected day 10 Use the little hands to progress forward backwards through the months to look for a particular day use the mouse to select the day 11 Press Exit to return to the Main Menu LONG TERM CONTRACTS Long Term Contracts are contracts that will be open an extended period of time normally more than one month Follow the steps below to create Long Term Contracts Note Short term contracts can be converted into long term anytime in the future see Converting Contracts to Long Term Creating a Long Term Contract Select Counter Operations Select Reservations Contracts Quotes Select New Contract Enter your Clerk ID press enter to accept Under Contract Type select Long Term press enter to accept From the Rental Tab at the top of the screen gt Add the rental item s number to the contract or use F10 to search for rental item s See Searching for Rental Items The only rate available during this process is 4 Weeks From the Customer Tab at to top of the screen gt Select the customer by using F10 to search or use F12 to perform a Quick Add 9 From t
45. k the mouse to search the customer database Make the necessary changes to either of the options e Damage Waiver e Fuel e Delivery e Labor e Finance Charges Make your Tax Credits if necessary to ST or EX e Damage Waiver Fuel Delivery Labor Rental Retail Fleet Use GST Enter comments in the reference line Enter other relevant information in the Credit Note field Select Post to AR if necessary 10 Select Payment Type 11 Select Done 40 In this section you will find operations that should be done by management personnel Some of these operations make the day ready for business transactions The other operations are general maintenance done through the consent of management personnel e End of Day Procedures e Month End Procedures Changing Customer ID Driver s License e Changing Rental Item Number and Rental Item Department Changing Sales Number and Sales Department e Deleting Rental Inventory Items e Deleting Sales Inventory Items e Deleting Customers 41 ENDING THE DAY DAY END AND EXIT Every day it is necessary to run a process known as Day End and Exit This will clear the daily reports and prepare the system for use the next day There are several variations on this procedure We will list two of the most common here Note All reports that you would like to print out must be done before Day End and Exit because after a Day End some reports are not reprintable
46. l Items Enter your Clerk ID press enter to accept Under Contract type select or accept the existing type of contract i e regular long term etc press enter to accept Enter the Date Out hit enter to verify the original date entered Enter the Time Out hit enter to verify the original time entered From the Rental or Sales Tab make any necessary changes by selecting the item you wish to change and click Modify After you are finished be sure to select Save 10 Select the Totals tab to collect payment or zero out the deposit required for a pay on return See Totals Page Options 11 Select Adjust Contract to process the contract adjustment and print a copy RON Oo ON What Happens Any changes you make are saved when you hit Adjust Contract To change the rates of an item on a contract the Modify Rates option needs to be checked under General System Options gt General System Settings gt Rental Settings 10 ADJUSTING QUOTE To adjust an existing quote follow these steps AUN O 8 Select Counter Operations Select Reservations Contracts Quotes Under Quote Functions select Adjust Convert Select the quote you wish to adjust eTo look for a particular quote use the Search By function to sort by Customers Contracts or Items Enter your clerk ID press enter to accept Under Contract Type select Quote Adjustment press enter to accept Make any ne
47. m will start calculating the OT factors or late charges Note Default is 59 meaning 59 minutes and 59 seconds e The above rates are currently for future use Overtime Factors Beginning with the 24 Hour Rate the system will allow you to assign Overtime Factors 24 Hours The rate amount will be divided by the OT Factor to produce the prorated hourly charge For example if the rate amount is 60 and the Overtime Factor OT is 6 the prorated hourly charge will be 10 e Weekly The rate amount will be divided by the OT Factor to produce the prorated 24 Hour charge The system will further calculate the per hour and per minute charge If your weekly rate is three times your 24 Hr rate the OT factor will be 3 53 ADDING RENTAL ITEMS CONT D 4 Weeks rate amount will be divided by the OT factor to produce the prorated 24 Hour charge The system will further calculate the per hour and per minute charge If your 4 Week rate is three times your weekly rate the OT factor will be 21 If the Monthly Plus switch is checked on the Misc tab then the system will NOT use the OT factor Instead the system will simply start over with the 24 Hour rate once 28 days have expired Miscellaneous Tab These switches correspond to how your rental item will be setup Taxable on Rental 15 this item taxable on rental Place a check if YES Taxable on Sale 15 this item taxable on sale Place a check if YES DWC Place a check h
48. n the specific contract Items This will enable the clerk to see what rental items have been rented out and the respective customer and contract information will also be listed Other search options Customer ID Date Out Phone Etc Once you selected the field you wish to search by use the Search box to type in respective information that you are inquiring about 30 ACCOUNTS RECEIVABLES In this section you will find documents related to A R functions within the Total Rental program i e how to write off bad debts and or change a deposit Accounts Receivable Menu e Write off bad debt e Voiding an invoice e Edit Daily Deposits e Edit Cash Receipts e Posting credits to an account e Correcting an overpayment e Paying off a specific invoice Paying off a balance e Credit Memos Rental Sales Credit e Miscellaneous Accounts 31 WRITE OFF BAD DEBT When you want to write off or remove a bad debt from a customer s account you can use these steps or you can follow the instructions for issuing a Credit memo or use the Void Invoice option What Happens This amount will appear on the General Ledger under Cash Discounts Given and should be reported to your accountant as bad debt Also note that if you use this Discount field for early payment discounts this option is not available to you You MUST use a Credit Memo to write off this bad debt Using Void Invoice This option is the recommended way o
49. nter the Date Out press enter to accept Enter the Time Out press enter to accept From Rental Tab gt Add new items to the contract or leave the items as is 10 Select the Totals Tab to collect a deposit payment if any for cash customers 11 Select Process Conv To process the conversion 12 CONTRACT RENEWALS A contract renewal is an extension of an existing Long Term Contract To perform a contract renewal follow these steps Manual Renewals Select Counter Operations Select Reservations Contracts Quotes Under Contract Functions select Renewals Select Manual Renewals Select the contract you wish to renew Enter your Clerk ID press enter to accept From the Totals Tab gt Collect the payment See Totals Page Options Select Renew Contract to print the contract and save it ee NLO O ei Automatic Renewals O E Select Counter Operations Select Reservations Contracts Quotes Under Contract Functions select Renewals Select Auto Renewals Enter Clerk ID Enter the number of Advanced Billing Days A check next to Print Contracts automatically prints those contracts that are renewable Click Load if there are long term contract that can be extended they will automatically renewed Otherwise you have no long term contracts to be renewed 13 CLOSING OPTIONS When closing an existing rental contract there are three closing options Close with Actual Rates Closing wit
50. omers can be added one of two ways through a Normal Add or by using a Quick Add To add a customer follow the steps below Normal Add 9 1 Select Customer from the Main Menu 2 3 This will open up Customer Maintenance Select Customer File Maintenance To adda Customer click on ADD If the automatic numbering is switched on skip to the next step elf automatic numbering is switched off enter in the customer ID of your choice i e something symbolic Enter the customer s Last name Enter the customer s First name Enter the customer s Address Enter the Zip code eThe City and State should be automatically entered if the switch auto phone area codes is on marked with a check Enter the customers Phone Number 10 If this is a charge customer place his her Credit Card information in the relevant fields Credit Card company Credit Card number and Expiration Date 11 Select the Customer Type eCategorizes your customer base 12 Select the customer s Tax Code 13 Select from the switches below elf the answer to any of the questions is YES place a check in the box otherwise leave the switches alone els this customer a Charge Customer els this customer Tax Exempt eWill you require an Agent Name for Items rented by this customer For example Agent Name forces a name to be entered before the transaction can be processed eRequire a Purchase Order Number eCharge a damage waiver
51. ontracts Quotes Under Inquiries Select Rental Item Reserv Select Reservations Enter the item number of the item or press F10 to search for a particular item The system displays all reservations as well as any current open contract with that item on it Any currently open contract will be where the item is located right now If the system shows a message Item Not in Contract File this means there are no current rentals or reservations for this item and it should be in stock Alternate Way to See Inventory ae Select Counter Operations Select Daily Reports Select Rental Item Location Select Print Report Use the sort by option along with additional options to show more information related to the rental item 68 OVERBOOKING When you reserve more of an item than you have available this creates an Overbook situation To keep track of these overbookings you should run the overbooking report Please follow these steps Select Rental Items Select Reports Select Overbooking Select YES or NO when asked Print by Department If you choose YES you will be prompted for the department you wish to print If you choose NO the system will print all 5 Enter the range of dates you wish to view the overbooking report for and print RON 69
52. ort by Customer Contract or Items Enter Clerk ID press enter to accept Enter Time In press enter to accept Select Off Clock Enter Stop Date Enter Stop Time 10 Select Done 11 Now you should see the words OFF RENT appear in the Date Due Field If you are finished you can either print a return receipt or just exit When the unit is returned to the yard you should close the contract again but this time you will generate an invoice Use the standard Contract Closing options to return the item to the inventory See Closing Options 17 RETURN RECEIPT This feature can only be used after a unit has been placed Off Clock See Off Clock It prints on a regular contract form and can be used to take to the rental customer when picking up the unit for return It provides a place for the driver to note the fuel hours and any damage to the unit It also provides the customer with a receipt indicating date and time the unit was picked up by the driver Select Counter Operations Select Reservations Contracts Quotes Under Contract Functions select Closing Select the Contract Enter Clerk ID press enter to accept Note Off Clock must be done See Off Clock Click Return Receipt Enter Date done or F2 to search calendar 5 18 OVERRIDE CHANGE RATES You can override the amount you charge a customer easily The following explains the variou
53. orts Ending the Day and Backup Up your data an EXTRA BACKUP copy and label it Month End Backup Restart Total Rental one computer but DO NOT CHANGE THE DATE Run Finance Charges eSelect Account Receivables eClick on Compute Finance charges DO NOT CHANGE THE DATE Print Month Reports eSelect Accounts Receivable eSelect Month End Note The month end reports must be printed before performing the Month End procedure because you will not be able to print them out after the next Step See Month End Reports for a list of available reports Run Month eSelect Accounts Receivable eSelect Month End eClick on Month End Closing Print Your Monthly Statements eSelect Accounts Receivable eSelect A R Reports Menu eClick on Customer Monthly Statements Exit the Total Rental Program 44 MONTH END REPORTS The following is a checklist of suggested reports you can run at month end Please note this is only a suggestion and management personnel should review and finalize this list It is recommended that you photocopy this list before using it This will allow you to use it each month as a guide Rental Reports Select Accounts Receivable gt Month End Rental Items Sold Report Rental ROI Detail Summary Analysis Rental Item Purchase Accounts Receivable Reports Select Accounts Receivable gt Month End Cash Receipts AIR Aging G L Distribution Report Sales Tax Re
54. ould like to use Style 2 please notify your trainer Describing Your Sales Inventory Describing your Sales items follows the same premise as your rental items you should start with the most generic term and get more descriptive as you go on For example sandpaper and then further describe the size and or grade or however you distinguish your different kinds of sandpaper Note Forty characters are available for your description 56 ADDING SALES ITEMS CONT D Pricing your Sales Items There are two ways you can price your sales items Simply place the retail price you want to sell your items for in each of the price fields Price A Price B amp Price C Another way is to use our markup system This is rarely used because you have less control Skip the price fields and place of markup you wish in each of the fields The system will calculate your prices based on the markup 5 For example if it cost you 2 for your motor oil and you would like to have a 50 mark up A 50 and so on for your other price levels Use the Vendor number field to record who you buy this item from When you receive more of any particular item you will be prompted for the vendor number again This makes it possible to track the best selling best priced items by Vendor The Location field can be used for many things but the idea is to have a bin number or shelf location designator for small parts etc Vendors Within Total Rental is a pla
55. port Sales Reports Select Accounts Receivable gt Month End 1 Sales Analysis Sales Departmental Summary Report 1 Sales Item Purchases Report Management Reports Select Accounts Receivable gt Month End Display Business Status Print and Save 45 CHANGING CUSTOMER S ID When you want to change a Customer s ID number follow these steps Select Customer from the Main Menu Select Customer File Maintenance Select the customer you wish to change Select the Edit Tab from the top Make sure a dot is placed in the Change ID field Enter the new ID in the New Value field Select Start Changes Type YES to confirm the change Total Rental will prompt gt the change was finished 10 Select Done to return to Customer File Maintenance or 11 Select Exit to return to the main menu 5 What Happens The system will search for and replace all occurrences of that old number name with the new one This includes the history files like closed contracts etc Other Notes To change a Customer s Driver s License you will follow the above steps but make sure a dot is placed in Change Drivers License The remaining steps remain the same from steps 6 11 It can take several minutes to make all the necessary changes therefore it is not recommended that you do this during extremely busy hours 46 CHANGING RENTAL ITEM NUMBER Wh
56. s 1 amp 2 are exactly the same as in Style 1 above Spaces 3 thru 6 the next 4 are for the item number within that department The final three spaces 7 8 amp 9 are for the SKU and are the same as the last two digits in Style 1 above 51 ADDING RENTAL ITEMS CONT D Departments The first two spaces 1 amp 2 are designated for the departments you select An example of department separation is as follows e Department TA for your tables e Department CH for your chairs e Department AC for your air compressors Departments are important because you can run rental reports by their department This way you can track revenue separately from another department NOTE Remember do not use the same code for more than one department of goods If you do your revenue reports will reflect this combination of items Inventory Naming Conventions The description for each item is important because your employees will look for items by their names We suggest that you start with the most generic term first and get more descriptive as you go For example in the case of lawn mowers e Lawn Mower Rear Bagger 5HP Toro e Lawn Mower HI VAC 4 0HP Honda e Lawn Mower Tractor 16HP Wheel Horse When performing an inquiry use the descriptions in a wild card search For example entering LAWN MOWER will give you all lawn mowers in your inventory The description field is capable of accepting 40 characters
57. s ways this can be done Note Rates can be changed only if the modify rates switch is turned on 1 Select General System Settings 2 Select General System Options 3 Select the Rental Settings Tab 4 Make sure Modify Rates is checked When Opening a Contract NOORWN Select Counter Operations Select Reservations Contracts Quotes Select New Contract Enter Clerk ID press enter to accept Add the rental or sales item to the contract Under the price field enter the desired cost Process contract When Adjusting a Contract On Select Counter Operations Select Reservations Contracts Quotes Under Contract Functions Select Adjustment Select the contract you wish to adjust from the list e To look for a particular contract use the Search By function to sort by Customers Contracts or Items Enter the Clerk ID Highlight the item you wish to modify rates for and click Modify Change the rate in the Amount field if necessary After all your changes have been made click Save to save your changes 7 When finished select Adjust Contract to process the changes When Closing a Contract 9 Select Counter Operations Select Reservations Contracts Quotes Under Contract Function select Closing Enter the Clerk ID Select Closing Options Select Partial Edit Returns See Partial Edit Returns Increase the Units In to 1 or more for group items Enter th
58. sit Required if not follow the next step If the customer will be paying a partial payment take the initial payment then zero out the deposit required If the customer will be paying in full up front you must take the open amount before the contract can be processed Miscellaneous Notes e On Screen Note Any specific information the clerk will see but not the customer e Contract Note Any specific information regarding this contract Ref Useful for storing information such as the check number if customer is paying by check Select Process Adjust Contract Close Contract to process the contract function 21 REMOVING RENTAL ITEMS FROM CONTRACT When Creating a New Contract When you are creating a contract you can remove rental items by choosing the Rental Tab and select the item you wish to remove Next select delete and select Yes to verify When Adjusting an Existing Contract When you have already opened the contract and want to remove a rental item from it go to the Contract Adjustment screen There you will be able to Delete Rental Item s or Adjust the Quantity Select Counter Operations Select Reservations Contracts Quotes Under Contract Functions Select Adjustment Select the contract you wish to modify from the list eTo look for a particular contract use the Search By function you can sort by Customers Contracts or Items 5 Enter your Clerk ID 6 From the Rental Tab at the top of the screen gt S
59. the number of units out and press enter Press enter through the Time Out field Press enter through the Rate Amount field Select the Add button or press enter to add this rental item to the contract By Item Number Adding a rental item using the item number is similar to adding a rental item by description Follow the steps above but replace description with the Item Number By MFG Adding a rental item using the item number is similar to adding a rental item by description Follow the steps above but replace the item with the MFG 28 SEARCHING FOR YOUR SALES ITEMS Sales Items be added to new and existing contracts reservations and or quotes three possible ways by item number description and mfg item Clerks most commonly search by description using keywords For example typing Gloves and pressing enter will bring up all your gloves if you followed the naming conventions Follow these steps to add rental items to a contract using the Description Field Select Counter Operations Select Reservations Contracts Quotes Under Contract Functions select New Contract Enter your Clerk ID press enter to accept For the contract type select regular if this will be a rental as well as a sale If this is just a sales item choose Retail Sales use the up and down arrows to navigate and press the space bar to select it press enter to accept Select the Sales tab if not already selected In the Descript
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