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Total Rental for Windows Operators Guide

1. mec Ta Add Modify Search Print Delete All state and county tax codes are entered into this table Two tax descriptions are hard coded into the software Exempt Tax and Standard Tax Code Click Modify to change any existing rate All rates are percentage based Click Add to enter new tax descriptions Taxable Charges Rental Retail Use Delivery Damage Fuel Labor Note Please consult your financial advisor account or state representative for information regarding specific taxable charges 43 ae Clerk Tax Clerk General Ledger Salesman Territory Vendor Repair Source el hy Eee Eee z Add Modify Search A Print Delete This table allows the entry of clerk ids Clerk IDs can be 1 to 3 characters in length and may contain alphabetic numeric or alphanumeric characters Certain reports can be sorted to display specific information only if clerk IDs are created The Drawer and Beginning Cash can be left blank if you do not assign clerks cash drawer amount and or specific cash drawer 44 General Ledger ner Type Tax Clerk General Ledger Salesman Territory Vendor Repair Source Customer PAU RENTAL INCOME Assets 2200 RETAIL SALES INCOME Assets 2250 EQUIPMENT SALES NEW Revenue 2300 EQUIPMENT SALES USED Revenue 2400 LABOR CHARGES INCOME Revenue 2500 DAMAGE WAIVER INCOME 2600 DELIVERY INCOME 2700
2. 133 Press the F2 key or right mouse click to bring up a calendar to select the swap date Date Tuesday Wednesday Thursday Friday Saturday January 2002 Reset 3 Tony z cn E January x 2002 lt E iF After selecting or entering the date manually enter the time in Military Time Click DONE to continue with the Long Term Swap process Date 01 26 2002 MARKET LINE COMPUTERS DEMOVERSION Contract Reservation Entry Contracts 525 invoices 3024 CASH General Customer Rental Sales Delivery Info Totals Search with lt F10 gt Customer Id 5000 Lastname JOHNSON Driver s License DE092 009233 Phone 609 444 4444 item Number n TEN Rate Type Description MFG Item Meter Reading 0 000 PLEASE REPLACE THE ITEM S SWAPPED Long Term Swap Days a Special Discount 0 00 Units o Time Due 16 Rate Amount _ 0 00 Modify Delete AH 090 02_ BREAKER 90LB AR WK 28 SWAPPED 1633 4 l F Print Caution Notes Contract Total 0 00 Contr Adjustment Cancel Adjustment Preview Adjust Contract E ce Search for the replacement rental item using F10 Rental Item Lookup After selecting the swapped item the contract should resemble the screen below AH 090 01 AH 090 02 BREAKER 90LB AIR BREAKER 90LB AIR If no money was taken or was not posted to Accounts Receivable th
3. The Renewals function allows long term contracts to be extended for an additional month There are two specific types of Renewals Manual and Automatic Manual Renewals allows a clerk to specify which long term contract is extended for another billing period Automatic Renewals allows a clerk to extend any Long Term Contract that falls within the specified billing days For example if a clerk selects the number of advance billing days to 5 Total Rental will check for any long term contracts due in the following five days and automatically extend them for another 28 Days 137 Manual Renewal Total Rental For Windows Date 01 26 2002 MARKET LINE COMPUTERS DEMOVERSION Contract Reservation Entry General Custome Rental Sales Delivery Ir Search with lt F10 gt Inquires Customer ld Lastname Customer INFO Driver s License Phone Rental Item Reserv Open New Contract Sales Item Credit Memo Clerk ID Contract Type Regular Contract Functions NEW Contract Long Term Bee Retail Seles Convert Reseryation a Adjustment Quote Conversion Closing Clos Date Out 0172672002 Cancellation Time Out 2139 Contract Total Adjust Convert z Cancellation From the Contract Reservation Entry screen select Renewals and choose Manual Renewal The Contract Lookup screen will appear showing only Long Term Contracts Select the long term contract to re
4. Amount Overpaid amount that was over paid or misapplied The system will automatically deduct this from the paid invoice Reference user entered information Payment Type select the type of payment for this credit 158 Issuing Credits Miscellaneous Credit Memo This type of credit is used to issue the customer a specific type of credit This should not be used to issue credits for rental and sales items or tax credits From the main menu select Accounts Receivable Credit Memo for Misc Accounts g Miscellaneous Credit Memo clerk customer 7 Lastname Firstname Balance Phone Date 01 25 2002 Invoice Number 0 Dmg VWvr 0 00 TaxCredis t lt i CSSY Fuel 9 9 Dmg Www 0 00 Rental 0 00 Delivery 0 00 Fuel 0 00 Retail 0 00 Labor 0 00 Delivery 0 00 Fleet 0 00 Finance Chrg 0 00 Labor 0 00 lea 0 00 GST 0 00 Reference Total Credit 0 00 Credit Note r Postto AR Payment Type Cancel Clerk clerk s ID Customer enter customer s account number use F10 to display the Customer Lookup screen The remaining information will automatically fill in after customer is selected Date automatically defaults to the current software date Damage Waiver enter the amount of damage waiver to credit the customer Fuel enter the amount of fuel to credit the customer Delivery enter the amount of delivery charge to credit the customer Labor en
5. C Cash Receipts By Invoice Number R Cash Receipts By Customer D Credit Memo for Misc Accounts E Edit Cash Receipts B Miscellaneous Billing M Month End Reports Closing F Finance Charges Customer Balance Inquiry A A R Reports Menu lt Void Invoice 175 Management Menu M underlined letter below MANAGEMENT MENU Display Business Status Contract Audit Trail Report Sales Item Markup Markdown Modify Sales Serial File Update Rental Qty Available Modify Missed Rental File Verify Customer Balances Invoice Audit Trail Report Rental Rates Update Salesman Reports Setup Day End Reports User Manual Return to MAIN MENU Display Business Status Contract Audit Trail Report Sales Item Markup Markdown Modify Sales Serial File Update Rental Qty Available Modify Missed Rental File Verify Customer Balances Invoice Audit Trail Report Rental Rates Update Salesman Reports Setup Day End Reports User Manual General System Settings G underlined letter below GENERAL SYSTEMS SETTINGS Code Maintenance Return to MAIN MENU 176 G General System Options C Code Maintenance Counter Operations Daily Reports O D underlined letter below C Contracts Due Today D Deliveries P Pickups R Reservations E Day End Reports L Rental Item Location A AIR Charges S Cash Recei
6. No Of Parts Form This value controls the number of parts to each contract form For example if you have purchased Two Part NCR Rental Contracts you would set this value to 2 If you have Three Part Rental contracts this would be set to 3 Example If No of Copies is set to 1 and No Of Parts Form is set for 2 NCR white pink forms the printer will print identical information on one white and one pink copy of the NCR form No of Closed Contrs For Charge Accts This controls the No of Copies of closed contracts that will print for each charge account With this number set to 2 the system will produce two complete copies of each closed contract for charge accounts Print Contract to Laser Dot Matrix This setting should remain on Laser even if dot matrix printers are used 230 Print Caution Notes to Contract Printer Report Printer This switch controls where the system will send Full Page Cautions notes The standard caution notes will still print directly below the associated rental item on the contract If an item has full page caution notes and the above setting is set to Contract Printer this will cause the safety and warning messages to print on contract paper It is recommended that you set this to Report Printer if you have a separate Report Printer Card Scan amp OCR Setup not shown This optional feature is used to setup the Driver s License scanner and control the OCR interface If thi
7. Damage Waiver Check this option even if you do not charge a damage waiver The damage waiver can also be assigned on a per contract basis For further details see section on Damage Waiver Finance Charges A set percentage that would be assessed to an invoice that is past due For further details see section Age of Late Invoices 51 Charge Customer A charge customer is someone that usually pays on a monthly basis Salesman This allows entry of the salesman code to the customer account Require Driver s License Requires the clerk to enter a driver s license Require Phone Requires the clerk to enter a phone number Require Authorized Renters For use with those accounts that allow only specific personnel to pick up or drop off rental equipment Credit Limit A default credit limit that will allow rentals up to this amount this can also be set for each customer specifically Customer Type Most common customer that rents from your rental business Tax Code Tax code which you would apply to those customers who rent from your rental business Area Code State Zip City Information entered here will appear for all customers It is recommended that these fields are left blank Source Most common way customers are referred to your rental business 52 This table reflects the current credit terms that have been set up for charge customers Terms can be setup any way necessary Typical terms are Net Pay
8. General Customer Rental Sales Delivery Info Totals To move between screens click on the name of the tab with the left mouse button use Page Up or Page Down keys or click on one of the two blue arrows at the bottom of the screen Cancel Contract Preview i Process 12 gt You can also move about certain areas by holding down the ALT key followed by the underlined character Example ALT C will cancel a contract or ALT W will present the Preview screen 103 To exit from a specific function field or tab use the ESC Escape key on the keyboard In almost all instances using the ESC key will return the cursor to the previous menu or condition without saving or completing the selected function It will also clear data from search fields as well Several other buttons perform a similar action 1 Cancel is used to stop processing and return to the prior condition 2 Close will close the current screen and return to the previous screen 3 Done will save the selected information and proceed to the next function 4 Exit cancels all actions and returns to the prior condition 104 From the Total Rental main menu select Counter Operations Reservations Contracts Quotes Contract Reservation Entry Screen General Tab Total Rental For Windows Date 01 26 2002 MARKET LINE COMPUTERS DEMOVERSION Contract Reservation Entry General __ Search with lt F10 gt Inquires Custome
9. Price ae Amount Add Modify Return K SSS is Contract Total 0 00 lt m Fleet Sales are used when it becomes necessary to sell equipment or to charge for broken equipment From the Contract Reservation Entry Screen select New Contract Enter the Clerk ID to proceed Change the Contract Type from Regular to Retail Sale by mouse clicking or using the arrow keys followed by pressing the space bar Now you should be on the Sales Tab Place a check next to Fleet Sale just above the Item Number field Now using the search fields Item Number Description and MFG Item search for the item that is to be sold by either using a keyword search Function F10 key or right click the mouse to bring up the Rental Item Lookup Now process the Sales as usual by adding a customer and processing totaling the Sale 127 Adjustments Total Rental For Windows Date 06 16 2005 Market Line Computers CHF C TOTAL_RENTAL DRZ006 E Prim ES Contract Reservation Entry General Customer Rental Sales Delivery Info Totals Search with lt F10 gt r r S aes uae d Lastname Customer INFO Driver s License Phone Oo Rental Iterv Reserv Open New Contract Sales Item Credit Memo Clerk ID Contract Type Reguier Contract Functions NEW Contract Long Term eee ssri Quote Conversion Gopng Date Out per Cancefation 12 33 Time
10. IG line It is also recommended that each computer be equipped with its own Uninterruptible Power Supply UPS w Automatic Voltage Regulation AVR A UPS will allow a computer 3 15 minutes of additional time after a power outage occurs to be properly shutdown AVR will maintain a clean steady power output to any attached device It is also recommended that other computer devices be protected with a surge suppressor Telephones and Communications At times you may have a question regarding the operation of Total Rental We can assist you more thoroughly if a telephone is at or near the computer where the rental software is installed For support it is required that at least one computer have access to the Internet through high speed or a telephone line that can be connected to the computer s modem If a telephone line is used the line must be a single dedicated telephone line which does not pass through your telephone system This ensures a connection between your computer and ours will not be impeded by phone calls or other devices When not being used for support this line could be used for other devices such as fax or credit card machines Remote Control Assistance It is required that at least one computer be installed with Symantec PcAnywhere GoToMyPC or other remote management software RDP VNC and have access to a telephone line or the Internet This will enable your computer to have a seamless connection with ours should a su
11. OPEN AMOUNT 473 85 Send Open Balance To A R If YES is selected the open amount will be posted to A R If NO is selected the rental program will cycle through again The original open date on the contract is used to determine the close date 132 LT Adjustment Long Term Swap Total Rental For Windows Date 01 26 2002 MARKET LINE COMPUTERS DEMOVERSION Contract Reservation Entry Contracts 525 Invoice 3024 CASH General Customer Rental Sales Delivery Info Totals Search with lt F10 gt Customer Id 5000 Lastname JOHNSON Driver s License DE092 009233 Phone 609 444 4444 Item Number Rate Type Description MFG Item Meter Reading 0 000 Days a Special Discount 0 00 Ti oe ue F Print Caution Notes ime Du F Rate Amount 000 Modify Delete S8 Or Contract Total EXIT lt Cancel Adjustment Adjust Contract E rei The long term swap function allows the swap of one item for another from a long term contract This is typically used when an item is damaged or maintenance must be performed on the item To access Long Term Swap select Adjustment from Contract Reservation Entry screen Select the long term contract from the Contract Lookup screen and proceed to the Rental tab Highlight the item to swap and click on Long Term Swap button SWAP Long Term Contract screen appears Enter the Swap Date and Swap Time and click Done
12. Overnight 8 00 ime Due Sugg Deposit Minimum Default Rate lt cance Future Rates Total Rental has four required rates Minimum 24hr Weekly 4 Week Each rental item entered must have these rates set for Total Rental to calculate rates properly Minimum an amount in dollars that applies to the lowest rate charged for a rental item MinHr the number of hours that applies to the Minimum rate Hourly an amount in dollars that applies if any pre set rate is exceeded Typically the Hourly rate is set to be the difference between the Minimum rate and the Daily Rate Daily an amount in dollars for items rented for 8 hours Also considered a same day rental The rental item needs to be returned before the store is closed 24 Hr an amount in dollars for items rented for a full 24 hours and if metered a maximum of eight 8 hours No matter what time the item is rented the customer has until the same time the following day Add Day an amount in dollars that applies to each additional day a rented item is not returned f the Add Day rate is used all subsequent rates are ignored The weekly rate would be calculated based on the Additional Day rate x 7 days It is recommended that this box remain empty Weekly an amount in dollars for items rented for 7 days 59 4 Weeks an amount in dollars for items rented for 28 days Weekend 1 an amount in dollars for items
13. credited The system will automatically consider the amount as a credit 4 Perform the same for sales items using the Sales Tab 5 Sales items automatically default to Price A The system will automatically consider the amount as a credit 6 When completed entering information select the Totals tab 167 rad Rental Station 400349 Contract Reservation T invoice 0 CASH General Customer Renta sales Denivery info Ls Totals Search with lt F10 gt Customer Id 5989 Lastname Doe Customer INFO Driver s License 9876543210 Phone 201 555 1212 Rental IternvResery T Charge Account Tax Code STANDARD TAXGODE Rental 12 00 Sa Tax 80 Sales Iter Sales 00 ow Less Discount 0 00 Contract Total A280 Damage Waiver 0 00 Security Deposit Req a 7 PSU 3m Total Amount Paid Delvery Total Deposit Required s e Open Amount 712 80 ca Amount Tendered Sub Total 12 00 Change m Rf On Screen Noe zae z cancouicomono prion T cranuewo 73 gt EXIT o N a Cash b Credit Card c Company Check d Post to A R this will only be available when Allow Posting of Credits to A R for Cash Accounts is enabled Enter the amount overcharged for Delivery Fuel or Labor fees Select the appropriate Tax Code Select one of the following payment types 10 Press Credit MEMO to execute the transaction and print a copy of the transaction To preview the transaction with the
14. 84 15 Delivery 0 00 Open Amount 84 15 Fuel 0 00 Amount Tendered 0 00 Labor 0 00 Change 0 Subtotal 104 50 Ref On Screen Note Payments Contract Note 02 13 2002 105 30 99 02 13 2002 90 00 99 Full Return a E Opening Rates 1 lt 7 gt Contract Closing Cancel Closing Preview v Close Contract 1 a il Any changes to Closing Options will be reflected here on the Totals tab Note the bottom right corner indicates which closing options have been selected Click Close Contract to complete this transaction 145 MANAGEMENT 146 Section 8 Day End Process The Day End process should be performed on a regular basis to provide a clear and concise record of the day s transactions The Day End process can be performed prior to store closing or store opening but must be the very last or very first operation performed in Total Rental Failure to do a Day End may result in confusing financial records and loss of transactions Day End information will be combined to provide Month End and Year End financial records Day End Procedures Prior to performing a Day End certain reports should be printed to maintain a written copy of the day s transactions 1 Exit out of Total Rental on ALL other computers except the computer that will perform Day End 2 From the Main Menu select Counter Operations Daily Reports Day End Reports Date 01 25 2002 MARK
15. All Contracts When this box is checked the system will create an invoice at the opening of the contract Placing a check in this box will disable Prebill All Long Term Contracts Note Assign Invoice Number should be set to Opening Prebill All Long Term Contracts When this box is checked the system will create an invoice for all long term contracts at opening Placing a check in this box will disable Prebill All Contracts Calculate Discount at Opening When this box is checked the system will calculate the discount associated to a customer when a contract is opened If a rental item is returned either before or after the due date the discount will be adjusted accordingly This may be confusing to some customers However if the customer is accustomed to seeing 22 a discount on the open contract place a check in this box It is recommended to calculate the discount amount only on the closing contract Open Contracts Apply Payments to Security Deposits First When this setting is checked payments will be applied to the Security Deposit first with the remainder towards the Rental Amount This helps enforce the security deposit as a must have item while still allowing some flexibility Normally this is unchecked allowing for more flexibility at the counter Allow Posting of Credits to A R for Cash Accounts This item is normally unchecked When checked the system prompts if the credit should be posted to the cash customer s account This
16. Contract Lookup Screen appears Select the contract to be closed and press Enter or click DONE SEARCH by C Customer Contract C Items CONTRACTS Contr Typ LastName FirstName DateOut ery Pickup Sus 525 LongTerm JOHNSON FRANK 02 22 2004 1633 iz 5000 529 Longterm JONES LANDSCAPI 02 23 200 1717 44 if 2345455 530 Regular SCOTT GREG 02 12 2004 16 00 if 5003 The General tab will appear next Enter the Clerk ID The Date In will default to the current software date and cannot be changed The Time In can be altered if necessary Press Enter to proceed to the Rental tab When closing a contract several options are available 1 Close with Actual Rates 2 Close with Opening Rates 3 Partial Edit Return 2444 Rental Tab Date 02 13 2002 MARKET LINE COMPUTERS DEMOVERSION Contract Reservation Entry Contract 530 Invoices o General Customer Rental Sales Delivery Info __Search with lt F10 gt Customer Id 5003 Lastname SCOTT Driver s License 9734569858 Phone 973 456 9858 Item Number ay Rate Type Description MFG Item Meter Reading 0 000 Return Receipt Days ano Special Discount 0 00 5 Meter Reading is Print Caution Notes aay Contract Total a E ld 5 Contract Closin Close with Actual Rates Unless over ridden the system will always charge Actual Rates Actual Rates reflect the rate se
17. Contracts Found Record Is Locked Try Again If Record Is Not Available Market Line Computers File Recovery Utility Expenses Investment Rentals ANNUAL PERCENTAGE RATE Plus Minus ROI Total Expense Total Investment Total Rental Sales Item File Locked Search in Add Delete English Custom Label System Label When selected configures Total Rental to display its screens in the selected foreign language Each Total Rental workstation can be configured for a different language 39 Security future release Language Translation Tables SECURITY Press Space Bar Or Click To Select Unselect Permission Goto Field Right Click On Header Select Unselect Al MLC Service Acct of Default Password Change Old Password New Password l Case Sensative Passwords Confirm Update Cancel ite None Cancel CYIT This enhanced security system will replace the current Password section in Total Rental The enhanced security is by default not enabled This multi level security system allows sections of the program to be assigned on a clerk by clerk basis Each clerk will have a separate login name and password and access to specific sections of Total Rental based on what is selected here Only owner managers should assign
18. Out ae Quote Functions NEW Quote Reseng POS Contract Total eee Adjust Convert oa J gt Cancelation EXIT Cance s Process 4 Adjustments are used whenever a change needs to be made on an open contract or reservation Extending a contract adding or removing items stopping rent on a piece of equipment off clock adding additional charges delivery fuel labor and converting a regular contract to a long term contract or reservation are some adjustments that can be performed From Contract Reservation Entry screen select Adjustment The Contract Lookup screen appears SEARCH by r Customer Contract items c ON ihe lis A s LastName FirstName DarcOu Timeout Deivoy Pickup Custid_ Job Location Jo a C T E A A e ssa servation SCO ie 3REG 01 27 200 900 i T sms Searchable fields are selected at the top of the screen by Customer name Contract number or Item number Select one and enter the search parameter at the bottom of the screen Locate and highlight the contract reservation to be adjusted Click Done or double left click with the mouse Enter the Clerk ID to proceed The date of the adjustment will revert back to the date and time the contract was originally opened Advancing the date on an open contract will convert it to an open reservation Re printing of an open contract can be performed if no changes are made under Adjustment Simply proceed to the Totals screen and se
19. Res 0 Res 0 Out 3 f Out a Out 0 f On of ou 0 f ou 9 Ave 3 Ee Rel Avail Ava Shel Res jeg 0 i O ou Ot but S Out ma Avail Avail ee ae Re Res 0 Out o a The above Calendar can display when the item is available if it is reserved or if the item is out and who has it In our example there are three 3 diesel air compressors All three have been out on rent since the 29 and are due to return the 7 Two of the three should be available the 8 The third air compressor was due back 5 19 In this instance a reservation can be taken for the item or if available another comparable model could be selected After extracting the necessary information click Exit to return to the Rental Item Lookup screen 110 Total Rental For Windows Date 01 26 2002 MARKET LINE COMPUTERS DEMOVERSION BR 090 01 60 002 00 CUTOFF SAW GAS 12 EXTENSION CORD 50 12AWG FOR BREAKERS FLOOR MACHINE 17 ELECTRIC FLOOR MAC SHINE 17 ELECTRIC PRESSURE WASHER 2500 PSI 4GPM PRESSURE WASHER 2500 PSI 4GPM PUMP 3 TRASH GAS RENTAL ITEM GENERIC GROUP BULK RENTAL ITEM GENERIC SERIALIZED SKID STEER LOADER 753 100 00 SKID STEER LOADER 753 if 0 TOS Oth EEN Specifications Description Add ITEM Modify ITEM EXIT Cancel Contract Preview Process If the item is available selecting the item can be performed using several different methods Use the up down error keys o
20. SY E Select All Unselect An Done TW Somra ror men F 4 a New Contract The screen above represents how the Kit Master with Kit Sub Items will appear when writing a contract Check boxes in the left column allow items to be de selected Any item that is not available or is overbooked will be highlighted in red If all items are selected and available click DONE The kit items will now appear on the contract 80 Related Items Related items are items that can be used in place of the requested item Total Rental For Windows Date 01 25 2002 MARKET LINE COMPUTERS DEMOVERSION Setting up Related Items Click on the Related Items button to bring up the Related Rental Items window Total Rental For Windows Date 01 25 2002 MARKET LINE COMPUTERS DEMOVERSION 81 Enter Item Number Press the F10 key or right mouse click in this box to bring up the Lookup screen After the appropriate Lookup screen appears select the item to add as a Kit Sub item Confirm the addition of this item as part of the kit Qty Clicking in this box will allow the quantity to be changed Select the appropriate quantity Notes User entered information that is relevant to the item Click Done to complete the entry Delete Done clicking on Delete will remove the highlighted item from the list Clicking Done will save the item and return to the previous menu Total Rental For Windows Date 01 25 2007 MARKET LINE C
21. a new Non Serialized Item Taxable On Rental Taxable On Sale v DWC r Group Item ja Subrent r Operated r Kit Master Kit Sub Minimum Plus Manthly Phire Misc tab GEJE U U Entry of non serialized items can only occur when the Group Item box is checked on the Misc tab Once checked the SKU tab takes on the appearance of the screen above The last two digits SKU Number are commonly set to 00 and are used to represent all of the same rental items The department number item number and description are identical for all items entered for this non serialized item Examples of non serialized items are silverware pressure hoses and chairs 66 Non Serialized items o XX XXX 00 represents all of the same units in inventory o XX XXX 01 represents units in Store 1 Multi Store Only o XX XXX 02 represents units in Store 2 Multi Store Only o NOTE On hand quantity for non serialized items can be greater than 1 wee Meter Purchase Date 03715 2002 Serial Number ar02 0 Owning Location t Current Location oS Receiving Add Modify SKU Tab Once the SKU number has been entered confirm there is a check mark in Display Y N This will allow the 00 rental item SKU to appear in Rental Item Lookup Fill in any additional information and click Save After saving the information click on Receiving button to enter the Rental Item Receiving screen Total Rental For Windows Da
22. a week and returned late anytime beyond the weekly period The OT Factor of 4 would constitute 1 4 of the weekly rate For example using the weekly rate divided by 4 will equal the overtime fee charged 4 Week OT Factor This determines what is charged when an item is rented for a Month and returned late any number of days beyond the Monthly rental The 14 OT Factor of 28 would constitute 1 28th of the monthly rate For example using the 4 week rate divided by 24 will equal the overtime rate charged Overnight Time Due When an overnight rate is selected reflects the time the rental item is due back the following morning without incurring late charges Event No of Days Party Rentals The number a days for a given event i e Weddings Parties Future Option Grace Period The number of minutes allowed beyond the Time Due before a late fee will be accessed This function is in effect for any rental over 24 hours except for weekend rentals and must be greater than 0 but not greater than 59 minutes Default Rate Default Price Contract Type 24 Hour C Price 1 Regular Day Price 2 Long Term Minimum r Zero C Retail Sales C Weekly C Quote C 4 Week C Quote Conversion C Weekend Default Rate The Default Rate simply selects the most common rental rate for the majority of your rental items Make note that each item will have its own default rate so you need only select the most common rate here Default Price This de
23. calendar for the selected item 3 Missed Rentals method to track missed rentals or requested items Sales Items provides a link to Sales Item Lookup Credit Memo starts the process for creating a credit memo against a rental contract Contract Functions contains NEW Contracts starts the process for creating a rental contract reservation or retail sale Convert Reservation takes an existing reservation and converts it to a contract Adjustment permits modification to existing contracts and reservations Closing performs contract closing for any open contract Cancellation removes an existing contract or reservation and returns all items and money Renewals performs either a manual or automatic renewal of long term contracts Quote Functions contains NEW Quote starts the process for creating a quote Adjust convert permits modification of an existing quote to an open contract reservation Cancellation removes an existing quote 106 New Contract Press the New Contract button under Contract Functions This will move the cursor to Clerk ID Total Rental For Windows Date 01 26 2002 MARKET LINE COMPUTERS DEMOVERSION Contract Reservation Entry General Search with lt F10 gt Inquires Customer Id Lastname Customer INFO Driver s License Phone Rental ltem Reserv Open New Contract Sales Item Clerk ID Contract Type Regular Cr
24. come my contracts are printing Reservation along the top rather than printing Open Contract Check to see that the Total Rental Date and the Computer Date are both identical Otherwise this would mean a Day End Close has not been performed and would need to be run in order for the dates to properly carry over 187 Can change the price on a closed ticket or add or change information on a closed invoice No you cannot change anything on a closed contract For security reasons this option is not available You however have the option to Void the invoice or issue credits towards the invoice I didn t print out my Day End Reports is there anyway to retrieve those reports in the system If you failed to print out your day end reports the following reports can be reprinted in a date range From Accounts Receivable A R Reports Menu you can select from Cash Receipts Summary Transaction and G L Distribution Note The Cashdrawer summary is presently not able to be reprinted so it will need to be printed out among your normal day end reports How do you enter a delivery charge on a rental contract On the Totals Screen before you process a contract there is a field labeled Delivery where you can enter in the Delivery Charges there When two items are rented on the same contract how do you close out just one of the rental items them See page Partial Returns How do you find out how much was made on rental items at the end of
25. denen 77 Putting the Kit Together inc c2 eee ee ee eee 79 EEG MCa ae a EEEE EA EEEO EE E hee 81 Edit Item Number or Department c si csccccdens cecdendecccdancesvcdevdasusdensscdeeebieasdeesines 83 SALES ITEMS 4 23 sense ne eit eit ei ee eee eee eee eee ee 84 Adding Sales Inventory 2 2 ccccccecceeneeecceeeeeeceeeneneeeeeneneeeeeneneecneneesecneneneecnenese 85 Adding a New Sales Nets 22 ct2 2 cetnnecetancecetneecebnde eee eee 86 Seral NUMBERS mennan a a a ea 88 Modify Sales Serial File jscce csccreceeteuseateuseatevicenateuieeveteviceusteuiennsteviceu ste vives 89 Edit Item Number or Department ceeeeeeeeeeeeeceeeeeeeeeeeeeeeeeeeeaeeeeeeeteees 90 Setting Up Vendors ss Sas aa a a as a aes a ales a at a a a al a ae 91 Bar Code Sales Hems acco sccen acest cede cost ces acest cevecestcen cestcevecestcenepevtcesecesecenepestceseces 92 CUSTOMERS cra a A e beeen nae et tata 93 POGING GUSIOMONS ooo tected EE EE EEEE 94 Adding Customers Full Screen Method ccccccccceeeeeeeeeeeeeeeeteeeeeeeeeeeeeeees 95 Adding Customers Quick Add eneee 100 COUNTER OPERATIONS eee tee e ee eeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeees 102 Front Counter Screen 25255 t255 2525320 a8 och oat ate et aaa det rererere ereire ieai 103 Contract Reservation Entry Screen 2 ccccccccceeeeeeeeeeeeeeeteeeeneeteeeeneeteeee 105 New Contractor e e Ee endear E duce euiceeics exiidvis enddduer EEEE 107 Reservations enere rania e a e e
26. of Measure for an 8 hour rental Per 24 Day allowable measurement based on selected Units of Measure for a 24 hour rental Per Week allowable measurement based on selected Units of Measure for a weekly rental 7 days Per 4wk Month allowable measurement based on selected Units of Measure for a monthly rental 28 days Units of Measure Whole whole units numbers Tenth one unit beyond the decimal point 1 Hundredths two units beyond the decimal point 01 Thousandths three units beyond the decimal point 001 Sales Item SKU Number SKU number charged when the measured value exceeds the allowed usage A sales item must be created under Sale Item Maintenance 271 Setting Up a Diamond Blade Add the diamond blade into rental inventory Next create a sales item in Sales File Maintenance with the price set for the amount being charged for excessive use Follow the steps below to set the meter aBRWND Select Rental Items Rental File Maintenance Select the diamond blade to be metered and press Modify Select the Misc Tab and place a check next to Meter Select the Meter Tab Select Other Decreasing from Meter Type This opens Other Decreasing Allowed Per Rental Per 24Hour Day Per Week Per 4WK Month Place a check in the box below Other Decreasing Allowed This disables all other rates except Per Rental Enter the allowed amount in the box next to Per Rental In this ex
27. of the kit re ae Date 01 25 2002 MARKET LINE COMPUTERS DEMOVERSION Rental Item Maintenance g E iy ARAR RIII I N 150 00 TE a a fault Rat The Kit Master rates entered on the Rates tab will be the sum of all Kit Sub Items that make up the kit For Example Kit Sub item 1 Minimum Rate 25 Kit Sub item 2 Minimum Rate 70 Master Kit Item Minimum Rate 95 00 This is performed for each item and for each rate that will appear with the Kit Master Click Done when completed Any price adjustments to the Kit Sub item rates must also be changed in the Kit Master item rates 78 Putting the Kit Together Total Rental For Windows Date 01 25 2007 MARKET LINE COMPUTERS DEMOVERSION Browse Modify Rental Item Maintenance Goto Field AC 18K AIR COMP KIT 185 90 PKG AC 200 01 AIR COMPRESSOR 200 CFM DIESEL Saar AC 200 02 SOMPR 200 CFM DIESEL SULLAIR AC 185 01 COMPR 185 CFM DIESEL TOWABLE CAGO FITTINGS AIR HOSE 50 3 4 CHICAGO FITTINGS BLOWER UTILITY WITH BAG BREAKER 90LB AIR BREAKER S0LB AIR BREAKER STEEL MISC BREAKER STEEL MISC BREAKER 90 LB BRUTE CHAIR FOLDING WHITE CHAIR FOLDING WHITE Samsonite Search F m Delete Accessories Search in _Related items Items After the Kit Sub Items have been selected and the Kit Master Item has been created it is time to attach the Kit Sub Items to the Kit Master I
28. option ee Statement Settings Invoice Contract Assignment Billing Information Statement Settings M Print Company Name V Print P O Number Print Company Name This switch controls whether or not your Company Name will print on Monthly Billing Statements The system will print the company name which is located under the Miscellaneous Tab Company Name when this switch is checked If you have your own customized statement forms this switch can be unchecked to prevent the Company Name from printing Print P O Number Place a check in this box if you want to print purchase order numbers on your billing statements 24 General Ledger Defaults ings Sales Settings Invoice Contract Assignment Billing Information Statement Settings General Ledger Defaults AR 3000 gt Labor Charges 24007 Cash 4000 Miscellaneous 2999 Cash Discount 0 Rental Income 2100 Customer Deposits 4200 Retail Sales 2200 Damage Waiver a0 Rental Fleet Sales 2300 Delivery Charges 20 gt Sales Tax s0 Finance Charges 2700 Use Tax 5100 Fuel Charges 28005 F Print The settings on this tab represent a generic general ledger setup All of the settings on this page can be edited to fit specific needs To add new codes please refer to the Code Maintenance section of this guide Print Placing a check in this box will display the list on the computer screen When display
29. right away Net15 Customer is allowed 15 days to pay the invoice Net30 Customer is allowed 30 days to pay the invoice 253 Store Locations soreigf ame treet S ity oh i o2 fse O O T G y yy e E For use with Multi Store Module Only This allows for each store in a rental chain to be setup and assigned a store designator This allows for multiple stores to share and control inventory 54 RENTAL ITEMS Section 4 Rental File Maintenance From the Total Rental Main Menu select Rental Items Rental File Maintenance Date 01 25 2002 MARKET LINE COMPUTERS DEMOVERSION Browse BREAKER 90 LB BRU CHAIR FOLDING WHITE CHAIR FOLDING WHITE Search Print Delete Accessories Search in Related Items Add opens Adding Rental Item tab to allow entry of a new item in inventory Modify opens the Modify tab to allow changes to the highlighted item Search used in conjunction with the Search in box All fields listed are searchable i e Item Description Manufacturer Available etc Print currently disabled Delete permanently removes the highlighted item from inventory history will still be remain in the database files Kits appears grayed out When available allows the assemble of rental items Accessories rental or sales items that are used with the main rented item Related Items rental items that can be use
30. select Accounts Receivable Month End Reports and select all necessary reports Since some data after Year End is performed cannot be reprinted it is recommended that the following reports be printed out regardless of which ones are selected a Rental ROI Detail Analysis b Rental ROI Summary Analysis c Business Status Date 01 26 2002 MARKET LINE COMPUTERS DEMOVERSION Rental Items Sold Report Rental Repairs Report Rental ROI Detail Analysis Rental ROI Summary Analysis Rental Item Purchase Cash Receipts AJR Aging Reports Sales Tax Report Sales Analysis Report Sales Departmental Summary Report Sales Item Purchase Report Business Status General Ledger Distribution Report Summary Transaction Report Month End Closing Return to ACCOUNTS RECEIVABLE 152 Date 01 26 2007 MARKET LINE COMPUTERS DEMOVERSION ew ACCOUNTS RECEIVABLE MONTH EN ii Cash Receipts By Invoice Number Rental Items Sold Report Month amp Year End Closing a i ia f i ar F End Of MONTH r End Of YEAR ia l i Peron E Exit Return to ACCOUNTS RECEIVABLE MARKET EFF A OL epgghl JNA r J Alig ren Place a check in both End of Month and End of Year and click Process The system will perform the process of clearing out yearly totals YTD and updating the figures to lif
31. the clerk will be prompted for the beginning cashdrawer otherwise the field is grayed out 149 Month End Like the Day End a Month End is used to close out the month and update Year to Date Totals It is strongly recommended that Month End is run on the last business day of the current month If for some reason the month end cannot be performed on the last business day of the month the fiscal month will consist of the period from the last time the month end was run until the present day when it is run again If Month End is not performed the system date cannot be back dated Month End Procedures 1 Follow all Day End functions including printing all Day End reports 2 Backup the current month s data Some users update the Rental Training software prior to performing a month end Exit out of Total Rental on ALL other computers except the computer that will perform Month End From the Main Menu select Accounts Receivable Month End Reports and select all necessary reports After all reports have printed select Month End Closing Date 01 26 2002 MARKET LINE COMPUTERS DEMOVERSION ACCOUNTS RECEIVABLE Rental Items Sold Report Rental Repairs Report Rental ROI Detail Analysis Rental ROI Summary Analysis Rental Item Purchase Cash Receipts AJR Aging Reports Sales Tax Report Sales Analysis Report Sales Departmental Summary Report Sales Item Purchase Report Business S
32. was returned the night before while the store was closed There is no way to back date the closing time what you can do is an Off Clock which will stop the Rent on the item on the date and the time you select You re then going to process through with the contract adjustment e Off clock see page Off Clock e Or if you are not going to charge the customer any additional charges beyond the initial charges you can choose from Closing Options Close with Opening Rates which will charge what you had originally quoted the customer or Partial Edit Returns where you be able to enter a specific amount e Partial Returns see page Partial Returns 189
33. when checked will print a receipt 162 Cash Receipts by Invoice Number Specific Invoice Allows posting of payments to specific invoices From the main menu select Accounts Receivable Cash Receipts by Invoice Number or select Counter Operations Cash Receipts by Invoice Cash Receipts By Invoice Number Invoice Number Lo Customer Balance Name Invoice Date Invoice Amount Amount Paid P O Discount Terms Date Paid Invoice Balance Clerk Date Paid 01 25 2002 Amount Paid 0 00 Discount 0 00 Applied Amount Reference Payment Type Print Receipt Cancel Invoice Number enter the invoice number or use F10 to display the Invoice Lookup screen Customer customer s account number Auto filled after selection of Invoice Number Balance open balance Auto filled after selection of Invoice Number Name customer s name Auto filled after selection of Invoice Number Invoice date date contract was closed invoiced Invoice Amount total invoice amount Amount Paid previous amount paid if any P O purchase order number if any Discount discount applied to previous if any 163 Terms credit terms applied to this invoice Date Paid date of last payment Invoice Balance remaining balance Clerk clerk s ID Date Paid current date defaults to current software date Amount Paid Amount to be applied to the open balance
34. would allow for any change or overpayments to be posted to their account Allow Access to A R Terms When checked would give the clerk the ability to assign A R terms to a closing invoice It is recommended that this not be checked since most charge accounts have preset terms No Deposit on Reservation If this box is checked the system automatically assumes that no deposit will be taken on a reservation But you still have the flexibility to collect a deposit This will speed up the process of creating reservations No Deposit on Resv Conversion If this box is checked the system automatically assumes that no deposit will be taken on a reservation conversion But you still have the flexibility to collect a deposit This will speed up the process of creating reservations Process Deposits at Renewals This switch affects long term contracts When checked would apply the security deposit towards another month s rental renewal If unchecked the system would hold onto the security deposit until the long term contract is closed out Selective Pay on Return When this box is checked the clerk has the flexibility to alter the security deposit total deposit required as well as pre bill post bill or simple collect a deposit Workstation Credit Card Setup This is only used if you have the Credit Card Processing module and are using this terminal to process them Further documentation of this feature will be provided when you purchase this
35. would be a full 24 hour rate instead of charging 1 4 of the weekly rate Monthly Plus This switch determines if the system will use the 4Week OT Factor or simply start the rate over once a month has expired For example with this switch checked the 29 day would be a full 24 hour rate instead of charging 1 20th of the Monthly rate If this box is check the 4Week Overtime factor will be ignored Modify Rates This switch allows clerks to alter the rental rate of each item on a contract This is often left unchecked Include Saturday and Sunday It tells the system to count Saturday and Sunday as rented days With the switch unchecked the system will skip weekends The Weekly and 4 Week rates would need to be adjusted to 5 and 20 days respectively in order to calculate the correct due dates This setting is most often used by rental yards dealing exclusively with contractors This switch is usually left checked Special Item Discount This switch allows clerks to use the F6 key to issue a line item discount for each item on a contract The discount applied is a percentage Enter Meter During Rsv Forces the clerk to enter a meter reading from the rental unit when making a reservation This is often left unchecked 16 Taxable on Rental Determines if a rental item is taxable on rent It is recommended to keep this switch checked even if the items are non taxable This switch is ignored when the rental tax rate under Code Maintenan
36. 1234567890 Phone 999 909 9090 Contract Cancel cero Contract Type Reguler Long Term Retail Sales Quote Quote Conversion Date Out 06 16 2005 Time Out 15 29 Contract Total 26 68 J gt Preview Cancel Contract a EXIT RT Cancel Cancel Since this contract is being canceled no changes are necessary to the Rental or Sales tab Select Totals tab and click Cancel Contract Several messages appear confirming the cancellation If a deposit was collected the system will prompt for the amount of deposit refund Several more prompts will occur displaying the amount to be refunded Enter Payment Type when prompted NOTE Cancelled contracts do not print out The system will record the cancellation in the Contract Audit Trail Report located under the Management menu 136 Long Term Renewals Total Rental For Windows Date 01 26 2002 MARKET LINE COMPUTERS DEMOVERSION Contract Reservation Entry General Search with lt F10 gt Inquires Customer Id Lastname Customer INFO Driver s License Phone m Rental Item Reserv Open New Contract Sales Item Credit Memo CerkiO Contract Type Regular Contract Functions Long Term Retail Seles Convert Reseryation Quote Adjustment C Quote Conversion Cloging slogi Date Out 01726 2002 Cancellation Time Out 21 39 Renewals Quote Functions NEW Quote Contract Total 7 Aduust Convert 7 J3 gt Cancellation
37. 18 00 S SP 080 SAND PAPER 80 GRIT 5 0 3 45 17 25 S BP 1231 PAD 14 GREEN 3 0 240 120 S a om Clee Contract Total 70 SS a lt a Contract Closing Sales Item Return During contract closing the clerk can return any unused sales items such as sandpaper to inventory While on the Sales screen click on Return this will open the Sales Return Screen SALES RETURN SAND PAPER 100 GRIT SAND PAPER 80 GRIT PAD 14 GREEN Reset Done Cancel Item Description Sales Item Number and Description Qty OUT Quantity Purchased Qty RETURN Quantity being returned Amount Qty Returned x Cost item Any changes will be reflected on the Totals tab and money will be returned if previously collected 144 Totals Tab Total Rental For Windows Date 02 13 2002 MARKET LINE COMPUTERS DEMOVERSION Contract Reservation Entry Contract 530 Invoice 0 CASH General Customer Rental Sales Delivery Info Totals Search with lt F10 gt 3 z Closing Options Customer Id 5003 Lastname scott Driver s License 9734569858 Phone 973 456 9858 Tax Code STANDARD TAX CODE Off Clock F Charge Account Sales Tax 6 65 Rental 95 00 0 00 Return Receipt Sales cog Invoice Total 111 15 Less Discount 0 00 Less Deposit 195 30 Meter Reading Damage Waiver 9 50 Total Amount Paid 195 30 Use Tax 0 00 Amount Due
38. 4 00am The system can be set to print Open Contract on the forms the night before instead of Reservation Time Used vs Days Controlling how the closing contract prints this switch is normally checked for tool rental companies and unchecked for party stores The following shows an example of how the formula looks on the printed contract with this box checked 2345455 See Details Below TheMWD amp H tem Number Description Quantity Rates M W D H Date TimeDue Amount fields on this C 200 02 AR COMPRESSOR 200 CFM DIESEL 4 244 100 0 1 0213 2003 11 53 AM 100 00 woe 100 00 Minimum 100 00 Day 100 00 24Hours 400 00 1 Week 1200 00 4Wks contract indicate Serial 0283082340238409283408234 H HSE 00 ARHOSE 50 34 CHICAGO AITINGS 1 24H 5 00 1 0213 2003 11 53AM 5 00 Months Weeks ecceeceeeeeee 500 Minimum 6 00 Day 5 00 24Hours 20 00 1 Wede 6000 4Wks aaan Days and Hours H 090 01 BREAKER 90L BAR 1 24H 45 00 1 0213 2003 11 53 AM 45 00 30 00 Minimum 45 00 Day 45 00 24 Hours 135 00 1 Week 405 00 4 Wks the items were flere Sra CQ BAAI SP n or teste SOE Sree A A tt eee amon Ue ELE On AEE Wee RCT Ores t Thi RSTP 00 BREAKER STEEL MSQ 2 24H 5 00 1 0213 2003 11 53 AM 10 00 out IS r e inanan ear fae aber Sct here Ie Ae T aa r SoA STIL ae example shows ILMIS GLOVES LEATHER MISC 1 5 55 Sales 5 55 1 Da Customer Phone Place a check in this box to have the customer phone number appear on the printed contract Pay on Delivery When selected this fe
39. A B or C for this customer Optional Customer Type category for this customer Home owner large contractor landscaper etc Additional customer types can be created and assigned under Code Maintenance Salesman Salesperson assigned to this account If no salesperson is assigned defaults to House Account Additional salesperson codes can be created and assigned under Code Maintenance Taxcode tax code assigned to customer Typical codes are ST if customer is taxable Standard Tax Code or EX if tax exempt Exempt Tax Code Additional tax codes can be created and assigned under Code Maintenance Source source that generated customer Newspaper advertisement etc Additional source codes can be created and assigned under Code Maintenance Territory salespersons territory Typically used if an outside salesperson is assigned to this customer 98 Charge Tax Exempt Authorized Renter Finance Charge P O Required Damage Waiver lt a a a i Charge place a check mark if customer is a charge account Tax Exempt place a check mark if customer is not taxable Also set the tax code to Exempt Tax Code EX Authorized Renter when checked requires authorized individuals that can rent equipment through selected company name to be entered on the contract Finance Charge place a check mark if monthly finance charges will apply towards past due invoices PO Required if ch
40. Barcode Sales Items e NOTE This will now default your Sales Item search to be by Barcode Assign Barcodes to Sales Items Now you will need to assign the barcode of the sales item to the Sales Item entered into Total Rental From the Total Rental Main Menu select Sales Items then choose Sales File Maintenance Find the Item that you want to assign the Barcode for and click on Modify now scroll down to the Barcode field and scan the items Barcode and the barcode that was scanned will now appear in that field You must assign a Barcode to each of your sales item in order for Barcode Sales Items to work properly If nothing is in the Barcode field for a specific item and you attempt to scan that Barcode nothing will pop up 92 CUSTOMERS Section 6 Adding Customers From the Total Rental main menu select Customer Customer File Maintenance Total Rental For Windows Date 01 25 2007 MARKET LINE COMPUTERS DEMOVERSION Modify YTDSales Delivery Instructions Renters Edit Customer Maintenance Goto Field AMERICAN EQUIPMENT S AEBS 201 334 0845 0 00 9 342 9 2 MAX MARY XYZ CORPORATION Add opens Add New Customer tab to allow entry of a new customer Modify opens the Modify tab to allow changes to the highlighted customer Search used in conjunction with the Search in box All fields listed are searchable i e Cust ld Lastname Firstn
41. Barcode Scanner to scan the items barcode For further information see Barcode Sales Items Manufacturer item manufacturer Cost the cost of an individual item not total cost Cost Using a percentage not markup based on cost Determines Price A B or C Once selected Price A B or C cannot be altered Three available price structures can be set If you wish to use straight pricing do not use Cost Price A B or C Straight pricing Three available price structures can be set On hand current quantity in stock Serial Number s place a check in this box if the sales item being entered contains a serial number Once the item is added to the system click on the Serial Numbers tab to enter the serial number Vendor click the drop down arrow to select the vendor For additional information see Setting up Vendors Alternate Vendor 1 click the drop down arrow to select an alternate vendor Alternate Vendor 2 click the drop down arrow to select an alternate vendor Reorder Point a threshold value for ordering additional sales items Quantity number of sales items to be ordered when the reorder point is reached Taxable place a check if sales item is taxable Tax rate is set under General System Settings Code Maintenance Tax Tab Total Cost Total cost Cost X On Hand General Ledger default general ledger code for sales items retail sales is 2200 This can be changed to a
42. Cash Drawer Information For Parallel Cash Drawers a second physical LPT port is required LPT2 Serial Cash Drawers are not supported Remote Access and Support We endeavor to provide the fastest response to Total Rental issues as possible We strongly recommend high speed internet access through either DSL or cable networks We also realize that this service may not be available in all areas and recommend in these instances a local internet service provider ISP with dial up service be used This provides internet access while reducing the cost of dialing into our servers If high speed internet access is used firewalls and network routers must be configured to allow access to Total Rental We strongly recommend a reliable and knowledgeable computer support professional be consulted prior to any computer equipment purchase or installation Issues related to hardware or software other than Total Rental will require such support 12 Section 2 GENERAL SYSTEM SETTINGS IMPORTANT NOTE Once settings have been selected and Total Rental is operational any changes made after such time can have an impact on the operation of the software Rental Settings Rental Settings Sales Settings Invoice Contract Assignment Biling Information Statement Settings General Ledger Defaults Daily No Of Hours 8 Daily OT Factor 6 Weekly No Of Days 7 Weekly OT Factor 4 4 Week No Of Day
43. Customer Defaults Tab No Confirmation at Exit TR2000 When checked will not prompt for confirmation when exiting Total Rental No Confirmation at Day End When this box is checked will allow for the Day End to be completed without a completion prompt This allows for Day End to be run without user intervention Default to Current Date When Converting Reservations If checked reservations that have been converted early will default to the current computer date If unchecked the system will default to the date of the reservation Do Not Display Customer Balance During Contract Processing When checked will prevent the customer s balance from being displayed during Customer Lookup It is recommended to provide confidentiality that this box be checked Do Not Show Overdue Contracts in Overbooking When checked this will prevent overdue contracts from generating an overbooking message in the system If left unchecked contracts that are past due days or minutes late will generate an overbooking message when trying to be rented 27 End of Day Report Pooling When enabled this function will allow specific reports to be printed out automatically when processing the End of Day To set up the reports to print out go to the Manangement menu and select Setup Day End Reports Place a check next to the print box along side the report you would like to print out Store Opening Time z oo Store Closing Time 17 30 Automatic Cus
44. Discount discount to apply if any Applied Amount equal to the amount paid plus the discount Reference user entered information Payment Type select payment type Print Receipt when checked will print a receipt 164 Void Invoice Voiding will remove an invoice from Total Rental as if the invoice was never written It will return all inventory to stock and apply or return any balance From the main menu select Accounts Receivable Void Invoice or Counter Operations Contr Inv History Print Display Grand Rental Station 40034 C TOTAL_RENTAL DRLOVELD Rental Contract Histo Invoice 12956 Contract 8387 Written By 999 CheckedinBy Customer 89 Desn SSSCSC lt C 7C 3 3ESt lt S lt S S S Billing Address 123 Main Street i momwons CACA a a a Agent s Name Job Location PO Date Time OUT osrig00s 14 22 Date Time IN osri972008 000 CURRENT AJR STATUS 40 Rentals Invoice Date 05 19 2005 000 Sales Invoice Total 409 73 0 00 Damage Waiver Amount Paid 409 73 0 00 DLV Pickup Date Paid 05 19 2005 0 00 Fuel Amount Discounted 0 00 0 00 Labor Invoice Balance 0 00 25 73 Sales Tax Reference 123456 0 00 Use Tax 16 014 04 BLADE DIAMOND 14 DRY WET CONCRETE R 1 60 r Print 12 010 01 SAW CONCRETE GAS 14 IR 1 180 00 er Anoth i o Invoice enter the invoice number or use F10 to display the Invoice Lookup screen Once the invoice number has
45. ET LINE COMPUTERS DEMOVERSION DAILY REPORTS Daily Transaction Cashdrawer Summary Daily Transaction By Clerk COUNTER OPERATIONS Cash Accounting Amount To Be Deposited Return to DAILY REPORTS 3 Select the reports to be printed from the list Once the Day End reports have completed printing the Day End process can proceed 4 Press the escape key ESC until you have returned to the Total Rental main menu 5 From the Main Menu select Day End amp Exit SHAT Total Rental For Windows Date 01 25 2002 MARKET LINE COMPUTERS DEMOVERSION Server C DRDEMO Day End Process MARKET LINE COMPUTERS Current Date 01 25 2002 PRINTED Daily Transaction Report 6 7 Confirm the Current Date is correct and place a check mark in PRINTED Daily Transaction Report Placing a check mark here confirms that the daily reports have been printed This is only a reminder and will not print any reports If End of Day Report pooling is enabled this box will be unavailable Click Process This procedure may take several minutes Note If End of Day Report Pooling is enabled after clicking on Process the selected reports will begin printing Once the reports have completed printing the Day End process will proceed Early Closeout Early Closeout is sometimes used when making a bank deposit before actual store closing hours The primary
46. FINANCE CHARGE INCOME 2800 FUEL CHARGES INCOME 2999 MISC INCOME 3000 ACCOUNTS RECEIVABLE 4000 CASH 4200 CUSTOMER DEPOSITS 4500 CASH DISCOUNTS 5000 SALES TAX DEFAULT M Add Modify Search M Print Delete A set of default General Ledger numbers are provided in Total Rental according to GL numbers assigned by the American Rental Association These are standardized numbers which can be modified to fit a specific accounting setup An available QuickBooks module for Total Rental allows GL data to be exported from Total Rental to QuickBooks Pro NOTE Prior to making any changes with the General Ledger please consult your financial advisor or accountant 45 Salesman ie _ Tax Clerk General Ledger Salesman Territory Vendor ao Repair Source Cu la 1 ae ACCOUNT EEEN 00 BOB BOB THOMAS 15 00 BOB poemo DECKER Add Modify Search i Print Delete This table allows you to assign inside outside salesmen codes and commission type based on rentals or sales The salesman code is an alphanumeric field between 1 to 3 characters C Type Enter M for margin or G for Gross R Comm Rate Rental commission rate Enter a percentage based on margin or gross S Comm Rate Sales commission rate Enter a percentage based on margin or gross 2G Territory aD Territory 3 This table assigns the salespersons territory You can also
47. General Ledger oreren a Ee et It oa EEE eet tet E cond 45 Salesman neneiia a a a a a a a a 46 PEIO ice Sadat e a a a a E Oe tant tae ene it 47 Vendor PRR REAP OEN Bev ERD ER RA DRADER TEES MRA OR BORE ERA A er tre 48 Repara seanoa ae a te a a 49 SOUCO ree e E va pa ani nas NG E E A 50 Customer Defaults srn nini neni nenna n a a a a 51 PORN Se Arez e a ia a a ir aiae i a A T T EATE 53 Store LOCaliOnS earnan a E adie E na wei a 54 RENTAL HEI S eho etd Sete senina A A cuneate 55 Rental File Maintenance c ccccccecceccecceceeceeceeceeeeceececesaesaeceeeueceeaesaeeneeeeas 56 Importing RENAl PICU CS ccced osteesd hbte cel niiin iiciin aniier iiiaae 57 Adding Rental llemSiccceccneceneaonoaeneaenoaenoaenoee noses 58 FROLGS a a a a aaa a a E a A a E a EE EE LE a A EE a EOSen 59 MISCCIAMEOUS niai g ea a E a aa e a paa onera fada 62 SKU Stock Keeping Unit cncncnencnclinenie Cee es 64 Rental RECGIVING a E sence le tele etl elated Ere Enit EEC EKC Ee 66 SPECIICAIONG e ee oe renee a E E E E a na od md rears 69 Meter ee aaa aa aaa Sie a tenet ait a rer a a aaa aa aaa aana 70 Setting Up a Diamond Blade ccccccceceeceeseseecteneeeeeteneeeectenereeetenereretenereeeter 72 Caution Notes ine nenea s 73 PCCOSSONES zerer e da a raia a E a a a a a A e A E i 74 LS een e E E A E E E A NE OEE BEER BREET 76 Kit Sub MG Resse r ee ar see eared ae 76 PIE MASTS FGI as 25 Cosceia censtdaes cet nouns dbenedetaheeeneidaennest Ohenenetaaereeeh deerset
48. Goods Sold S Serial H Sales History U Purchases Y Physical Inventory 180 Accounts Receivable A R Reports Menu Accounts Receivable Reports A A underlined letter below Customer Monthly Statements C Customer Monthly Statements AJR Aging Reports A AIR Aging Reports Cash Receipts R Cash Receipts General Ledger Report G General Ledger Report Summary Transaction T Summary Transaction AJR History T AIR History Sales Tax S Sales Tax Cash Accounting H Cash Accounting Total Charges H Total Charges Return to ACCOUNTS RECEIVABLE 181 Accounts Receivable Month End Month End Reports MONTH END REPORTS Rental Repairs Report Rental ROI Detail Analysis Rental ROI Summary Analysis Rental Item Purchase Cash Receipts AIR Aging Reports Sales Tax Report Sales Analysis Report Sales Departmental Summary Report Sales Item Purchase Report Business Status General Ledger Distribution Report Summary Transaction Report Month End Closing Return to ACCOUNTS RECEIVABLE 182 Rental Items Sold Report Rental Repairs Report Rental ROI Detail Analysis Rental ROI Summary Analysis Rental Item Purchase Cash Receipts A R Aging Report Sales Tax Report Sales Analysis Report Sales Departmental Summary Report Sales Item Purchase Report Business Status General Ledger Distribution Report Summary Transaction Report M
49. If system performance begins to degrade please check with a computer professional about which applications can be removed System Response Time Speed Purchase business class computers Avoid consumer based computers that are pre loaded with software and extras that will not be used Purchase the fastest processor largest hard drive and the most RAM you can afford This includes system RAM as well as video card RAM RAM is currently one of the least expensive ways to enhance system performance Lastly network response times can be improved by installing Giga bit network interface cards and switches as opposed to 100 Mb network cards and Hubs Speak to your computer professional about ways to enhance the speed and reliability of the network 11 Backup Device Customers must be well versed in the operation of the chosen device and the appropriate software to run it Full backups of all appropriate application directories should be completed daily and backup media should be rotated at least every other day To provide for disaster recovery at least one backup should be stored off site and updated frequently We recommend a seven or eight data backup rotation consisting of Monday thru Saturday or Sunday if appropriate and the seventh or eighth backup being a month end backup that is stored off site Backup the DR2000 folder and all files therein Sub folders of the DR2000 folder are not necessary if space and time is a concern
50. MARKET LINE computers Total Rental for Windows Operators Guide PRE INSTALLATION GUIDE ero 2es cczter diets ates etenderdd ser tleeseelndesGlaeethatie 5 Electrical ReguirementS aeee eeaeee oxbtedid ea adeleae bts 7 Telephones and Communications ccccccccceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeaeeneeees 7 Remote Control Assistance ccccccccccceeeseeeeeeeeeeeeeeceeeseeeeeeeeeeeeeeaaesseeeeeeess 7 Computer Supplies cigar dicta rncact agladew cnt uccalalibugtalen bcndaladbsaladmsbegd oles tandelioeatedusts 8 Stock PADEN vis craseedsadenced thet airelas dees a a a a E 8 ContractS Statements P OS tC ARS is sd cass cds cuss cxcccuts suds andvevececen oudsaels eaneestavees 8 BACKING UD cada isto os oi hod tod ton toto n Alon okies Minin bites Maina inn Mela os 8 System Requirements cceceseeceeneseeseeneseetesteneeseeteneeseeneneetesneneeseseenenseees 9 Technical Notes amp Installation Guidelines ccceeeeeeceeeeeeeeeeeeeeeeeeeeees 11 Printer Notes onenarena a oe aaa aaia 11 Network Notesi e merre ede eae e ea ee E E a E E EAA EA A a EEEE 11 MOlWareINOIES wlad aural beeen nell odenilod helio helba aba nikkeals 11 System Response Time Sp6e rvs csrcctcssvelncceiettcaticl acces tccaabrceuen 11 Backup Device seuss asp csce reeet orecenesazenness emeeaaetdaenenehobennnet deneaeeaneneaetseardaaces 12 Cash Drawer Information ccscsevsaapasnevecguc need ee ensacaensaseagaeeaducteonanceRlbea
51. Notes Flat Rate r i Cancel gt Note The switches here will reflect the setting changes made during System Option training General System Options General System Settings Taxable On Rental place a check mark here if renting this item is taxable under applicable city county or state law Taxable On Sale place a check mark here if selling this rental item is taxable under applicable city county or state law DWC place a check mark here if a damage waiver applies to this rental item It is recommended that you leave this check even if you do not charge a damage waiver As you learned during the System Options class the Damage Waiver will determine what is charged Group Item place a check mark here if the rental item is a non serialized item Typical non serialized items chairs tables hoses silverware See Rental Receiving Subrent an item rented from another rental store that is being rented at this location the percentage amount the store receives from the sub rental Operated Use tax charged 62 Kit Master check this box if this rental item is the primary item that a kit is built around Kit Sub check this box if this rental item is part of a kit but not the primary item Minimum Plus check this box if no less than the minimum rate will apply Monthly Plus check this box if you would like the system to ignore the 4Week Overtime factor and consider each day
52. OMPUTERS DEMOVERSION CFM DIESEL CFM DIESEL BLOWER UTILITY WITH BAG BREAKER SOLB AIR BREAKER SOLB AIR BREAKER STEEL MISC BREAKER 90 LB BRUTE Ol al alel ol al a X siii al al Ela Specifications Related Items F10 Related Items BR 090 01 BREAKER 0 LB BRU 1 0 Description Add ITEM Modify mem EXIT e Cancel Contract Preview 4 Process When writing a contract or reservation bringing up the Rental Item Lookup screen shows that both breakers AH 090 01 amp AH 090 02 are unavailable Pressing F10 or clicking on the drop down menu arrow will display the related item 82 Edit Item Number or Department Item AH 090 01 BREAKER 90LB AIR Edit ITEM NUMBER DEPARTMENT Change RENTAL ITEM Change Rental Item DEPARTMENT OLD VALUE NEW VALUE Rental ITEM Class AH090 Rental Item Deptartment AH AH Change Done It may be necessary to change the item number or department for a rental item Any changes made to the item number or department will continue to follow the changed item so that it will appear correctly in invoice history To edit the item number or department from the Total Rental Main Menu select Rental Item Rental File Maintenance Locate and highlight the item to be changed Click on the Edit tab at the top right corner of the Lookup screen Select either the item number or department radio bu
53. SLUSH MACHINE TWIN COTTON CANDY MACHINE VW CART COOLER RED SUPER KEG COOLE Contract Total 18880 UnitsIn entering a value here indicates which item is being returned and enables Amount field to be changed Units In may be any value up to the total number of items out Entering a price of 0 00 or placing a check in N C no charge will cause the following prompt to appear Select Yes if there is no charge associated with the item being returned Total Rental For Windows Y Mark As No Charge Click RESET to un do any changes Click DONE to confirm any changes and proceed Click CANCEL will void any changes and return to the Rental tab After all changes are completed click DONE to proceed to the Totals tab 143 Sales Tab Total Rental For Windows Date 01 25 2002 MARKET LINE COMPUTERS DEMOVERSION 5 xi Contract Reservation Entry Contrac 521 Invoice 0 CASH General Customer Rental Sales Delivery Info Totals Search with lt F10 gt Closing Options Customer Id 2003 Lastname Thompson Driver s License 443344 Phone 999 222 0000 Summation Preview M ELEET SALE Off Clock Item Number 5 7 Return Receipt i escription G Item Quantity 0 P Pace 0 00 Meter Reading Amount 0 00 Add Modify Delete Return SP 100 SAND PAPER 100 GRIT 5 0 3 60
54. aiver place a check mark if customer is charged damage waiver Charge Account place a check mark if customer is a charge account Tax Exempt place a check mark if account is tax exempt 101 Section l COUNTER OPERATIONS 102 Front Counter Screen Counter Operations is the central area from where all transactions take place Entering contracts reservations as well as quotes adjustments and cancellations are performed here Search with lt F10 gt Customer Id Lastname El Driver s License Phone mune M i There are several ways in which data can be entered or fields searched in Total Rental Whether it s Counter Operations Customer or Sales Items the methods involved are similar Almost all boxes on a tab which are empty are searchable The only exception is when a specific value is required such as in the Clerk ID field To perform a search or lookup with the cursor blinking in the desired field 1 Press F10 key to bring up the look up screen or 2 right mouse click to bring up the look up screen or 3 type the first two or three characters of the description or item number followed by the Enter key to bring up the lookup screen Even one character will work but this will present all items beginning with that character To reposition the cursor in another field press the Tab key on the keyboard single click with the left mouse button or press the Enter key
55. ame etc Print prints a customer master list Delete removes the highlighted customer and associated history from the Customer Lookup screen Although removed from being viewed or used customer history is not completely deleted Re entering the customer account number will re associate the history 2064 s Adding Customers Full Screen Method Total Rental For Windows Date 01 25 2002 MARKET LINE COMPUTERS DEMOVERSION ADD NEW Customer YTD Sales Delivery Instructions Renters Edit Customer Maintenance Customer ID 5004 Drivers License Lastname Phone 1 Firstname Phone2 Address 1 Fax Address 2 Mobile i State Div Zone City Contact Note Critical Date of Birth Discount Rates T Ena p e ax Exempt O ax oa Authorized Renter Credit Card Co fd Finance Charge s Credit Card Price Level P O Required Expires Cust Type HOMEOWNER Damage Waiver Taxid Salesman HOUSE ACCOUN PEE Done Cert Of Ins Expir Taxcode STANDARD TAX 1 Credit Limit 1 Source 4 Cancel Credit Terms Territory g lt gt Clicking on the Add button opens the ADD NEW Customer tab Customer ID two types of customer numbering schemes available Automatic Customer Numbering o System will begin numbering customers sequential from a pre determined starting number This is the recommended method Manual Customer Numbering o Customer number n
56. ample type 001 if there is no allowable amount enter 000 Select the unit of measure in Whole Tenth Hundredth or Thousandths Thousandths is the typical unit of measure for a diamond blade Enter the sales item number created for this blade in the Sales Item SKU Number box Press F10 or right mouse click for the Sales Item Lookup screen 10 Click Done NOTE Total Rental can store the last meter reading on the diamond blade or it can reset the meter value to zero To reset the meter reading to zero before every rental go to General System Settings General System Option and Rental Setting Tab Place a check in the box MicroMeter Default to 0 If this is unchecked Total Rental will store the last meter reading on the Diamond Blade 72 Caution Notes Rental Item Maintenance poos CHIPPERISHREODER 8 HP 2 102 L we Meter E GLOVES EAR PLUGS AND EYE PROTECTION SHOULD BE WORN WHEN USING EQUIPMENT KEEP LOOSE CLOTHING AWAY FROM MACHINE PLEASE CHECK ENGINE OIL LEVEL WHEN REFUELING THIS UNIT REQUIRES PROPER VENTILATION FOR SAFETY Standard user entered information on the safe operation of the item being rented This message is printed on the contract below the rental item Full Page Allows additional user entered information on the specific item being rented It must be enabled under Misc tab This message will print on a separate piece of paper See Full Page Caution Notes re
57. anges made here will be reflected in the Total Deposit Required field e Total Deposit Required the Total Deposit Required amount can be altered from 0 00 to any amount usually to the total of the Total Deposit Required amount Any changes made here will be reflected in the Security Deposit field 122 Reservations Total Rental For Windows Date 01 26 2002 MARKET LINE COMPUTERS DEMOVERSION Contract Reservation Entry Contract f Invoices 0 General Customer Rental Sales Delivery Info Totals Search with lt F10 gt Inquires Customer Id Lastname Customer INFO Driver s License Phone Rental Item Reserv Reservation Sales Item Clerk ID Contract Type Reguier Long Term Retail Sales Quote Quote Conversion Date Out 01 27 2002 Time Out 09 00 Contract Total 0 00 rm Cancel Reservat Preview os Process Creating a Reservation is similar to creating a contract The primary difference is the time and date selected Either Date Out or Time Out or both may be changed depending on the customer s needs With the cursor in the Date Out field use plus or minus to increment or decrement the date or press F2 or right mouse click to bring up a calendar Date Out Date Out 91 27 2002 If Date Out is advanced to any future date the banner above Clerk ID changes to Reservation Press Enter to select Time Out and proceed to the next screen Add Rental o
58. arch with lt F10 gt Customer Id 5003 Lastname SCOTT Driver s License 6734569856 Phone 973 456 9858 Rate Type Description MFG Item Meter Reading 0 000 ry Special Discount 0 00 Convert To LT J Print Ratu Racape gt J t Pw 250 02 _ PRESSURE WASHER 2500 PSI4GPM a w F Cock 1309 90 00 90 00 _ Clicking DONE from the Off Clock screen causes the Print Return Receipt prompt Make a selection and click Adjust Contract to process the adjustment 130 Regular to Long Term Conversion Total Rental For Windows Date 06 16 2005 L C TOTAL_RENTAL zz Contract Reservation Entry Contracts 1479 invoices 5222 CASH General Customer Rental Sales Delivery Info Totals Search with lt F10 gt Customer Id 1000916 Lastname DOE Driver s License 12345678901234567890 Phone 999 909 9090 item Number k Teo Rate Type Description MFG Item Meter Reading 0 000 Days ro Special Discount 0 00 Convert To LI Units o oemi i we F Print Caution Notes Time Due 19 E _ Oatedue a i 5 00 te Contract Total 0 00 EXIT E Cancel Adjustment Preview F Adjust Contract E Cr Convert to LT function allows a clerk to turn a regular contract into a long term contract This is especially useful when a customer rents an item on a regular contract but decides to keep it more than 28 days To access the Convert to LT function selec
59. ature prints the remaining open balance on the contract next to Pay on Delivery The delivery person would need to collect this amount Using this feature disables the ability to reduce the amount of the deposit required to rent Itis usually un checked since it is easily determined how much to collect based on the amount due which already appears on the contract Previous Partials This switch will cause any previously returned items to be printed on each subsequent partial return contract until the last item has been returned This can be confusing at time and is usually left unchecked Print Separate Delivery Instructions When selected will print all delivery instructions to the report printer instead of the contract printer This is helpful when delivery instructions are lengthy and would SOTE cause the contract to print another page If unchecked will print delivery instructions on the contract Contract Print Preview as Default This switch if checked causes the system to preview all contracts and invoices on the computer screen A print toolbar will appear when viewing to permit printing This will add an additional step to contract processing No Of Copies 1 No Of Parts Form 1 No Of Closed Contrs For Charge Accts 1 Print Contract To Laser C Dot Matrix Print Caution Notes To e Contract Printer C Report Printer No Of Copies This number indicates the number of complete contracts that will print out
60. ave any questions regarding necessary equipment or backing up your data speak to your hardware consultant or representative Total Rental System Requirements Computer System Minimum 1 2 GHz Computer w 20 Gig HD 128MB RAM Recommended 2 4GHz or faster w 80 Gig HD 512 MB RAM Operating System Windows 98 SE Windows 2000 2003 Windows NT 4 Windows XP Home or Professional Edition NOT SUPPORTED Windows 95 Windows 98 Windows ME MAC OS Monitor SVGA Super VGA Minimum 15 screen Recommended 17 screen or larger Video Minimum 16 MB Video RAM Recommended 32 MB RAM Printer Minimum Dot Matrix printer Lexmark 2300 2400 series Okidata 320 321 Recommended Laser with 12 14 ppm with 200 sheet tray or larger Hewlett Packard LaserJet 1300 2300 NOT SUPPORTED Inkjet printers All in One Printers Remote Communications Minimum Any 56K standard modem Recommended High Speed Internet Access DSL or Cable Communications Software Required Symantec PcAnywhere Version 10 5 or newer Backup Device Minimum CD RW Recommended DVD RW or DAT Backup Software Minimum Any CD ROM burning software Recommended BackUpMyPC by STOMP Inc www stompinc com NovaBackup Professional by NovaStor www novastor com Customers must be well versed in the operation of the chosen device AND the software Electrical Recommended A uninterruptible power supply UPS or battery backup system which includes automatically
61. ax Amount 0 00 GST 0 00 Invoice Total 0 00 Done Cancel Editing Clerk clerk s ID Customer Id enter customer s account number or use F10 to display the Customer Lookup screen Contract Invoice Not used Invoice Date automatically enters current software date This date may be modified if necessary Invoice Amount balance being forwarded Tax Code if the balance has been previously taxed set this field to exempt status otherwise select appropriate tax rate Invoice Total Total amount to be posted 161 Posting of Payments Cash Receipts by Customer Balance Forward This applies payments to the customer s account based on first in first out method Total Rental will apply the payment towards the oldest invoice first From the main menu select Accounts Receivable Cash Receipts by Customer or select Counter Operation Cash Receipts by Customer Cash Receipts By Customer Customer SS Name Balance 0 Date Paid 01 25 2002 Clerk Amount Paid 0 00 Reference Payment Type M Print Receipt Cancel Customer enter customer s account number or use F10 to display the Customer Lookup screen Clerk clerk s ID Date Paid defaults to the current software date Amount Paid amount to apply to open balance Reference user entered information Payment Type select the type of payment Print Receipt
62. been selected the system will automatically fill customer and contract fields from invoice history CURRENT A R STATUS 400 Rentals Invoice Date 01725 2002 0 00 Sales Invoice Total 52 20 450 Damage Waiver Amount Paid 52 20 0 00 DLV Pickup Date Paid 01 25 2002 0 00 Fuel Amount Discounted oo 0 00 Labor Invoice Balance 0 00 270 Sales Tax Reference N 0 00 Use Tax Current A R Status This information is retrieved from the invoice history once the invoice number has been selected It provides a summary of all charges on the invoice Item Description displays items on contract 165 ARE YOU SURE Enter word YES to continue Ha Void pressing this button will provide a confirmation prompt Type YES to proceed form Voiding Invoice Clerk fo Void Cancel After typing YES the Voiding Invoice clerk ID window appears Enter clerk s ID and press Void Void Invoice Apply Credit To Specific Invoice Issue Credit Now Post Open Credit To AR If the invoice has been paid the system will prompt with three forms of payment Apply Credit to Specific Invoice allows the clerk to post the payment already collected to another invoice on the account Issue Credit Now allows the clerk to return the payment to the customer Post Open Credit to A R allows the clerk to post an open credit towards Accounts Receivable account If the invoice has not been paid the syst
63. ble functions may be accessed From the Counter Operations menu several functions are available Edit Daily Deposits Cash Receipt by Invoice number or customer as well as Customer Balance Inquiry Additional account receivable functions are available under the Accounts Receivable menu Edit Daily Deposits Removing Payment on an Open Contract Edit Daily Deposits is used to correct or adjust the amount of deposit on a rental contract Any adjustments made will affect the current day s cash drawer Select Counter Operations Edit Daily Deposits Edit Daily Deposits ContractNumber MEM Contract Total Gustomanicl Original Deposit Edited Deposit Authorized Amt 0 00 Deposit Received Add l Deposit Received 0 00 Date Deposit Received LI Clerk Deposit Returned Add l Deposit Returned 0 00 Date Deposit Returned ig Security Deposit 0 00 aa Payment Type Editing Clerk Reference Done Cancel Contract Number manually type the contract number or use F10 to display the Contract Lookup screen Customer ID customer s account number Deposit Received amount of money received towards the open contract Date Deposit Received date payment was posted Clerk clerk s ID Deposit Returned deposit reduced from the original deposit received Date Deposit Returned Date deposit was returned 156 Clerk clerk s ID Contract Total amount of the rental plus tax and damage waiver Original De
64. ce Accessories Accessories are a convenient way to place items commonly used together but that can also be rented separately Typically pricing is the same as if each item was rented separately This allows a degree of flexibility to offer other options to customers when they are renting For example if a table is selected common accessories might be folding chairs and linen Total Rental For Windows Date 01 25 2002 MARKET LINE COMPUTERS DEMOVERSION Browse Modif YTD Rental Item Maintenance BREAKER S0LB AIR BREAKER 90LB AIR BREAKER STEEL MISC BREAKER 90 CHAIR FOLDING WHITE CHAIR FOLDING WHITE Accessories Related Items Import Delete Adding Accessories Highlight the rental item that will have accessories associated to it Select the Accessories button from the Rental Item Maintenance screen This brings up the Rental Item Accessories window 74 Date 01 25 2002 MARKET LINE COMPUTERS DEMOVERSION ven Rental Item Accessories for Item AC 200 Enter Item Number Rental item Sales Itom __ AIR HOSE 50 3 4 CHICAGOFITTINGS BREAKER 90L8 AR BREAKER STEEL MISC Delete E Related Items Rental Item Sales Item click on the radio button to select either rental item or sales item This selection brings up the appropriate Lookup screen Enter Item Number Press the F10 key o
65. ce is set to 0 00 Taxable on Sales Determines if a fleet sale item selling a rental item is taxable on sale It is recommended that you leave this switch checked even if the items are non taxable This switch is ignored when the sales tax rate under Code Maintenance is set to 0 00 Rental Pictures Off Demo version only Not used in live version Damage Waiver Determines if the damage waiver will apply to rental items It is recommended that this box be checked even though a damage waiver is not charged This switch is ignored when the Damage Waiver rate under Billing Information is set to 0 00 If it is determined at a later date to apply a damage waiver simply adding a percent to Damage Waiver under Billing Information will apply a damage waiver to all rental items Micrometer Default to 0 This switch will reset the micrometer of items like diamond blades to zero after they are returned This will require the clerk to read the blade each time it is rented Flat Rate This switch will enable a flat rate in the system the ability to charge a set amount regardless of how long the item is rented Mandatory Meter Reading This switch will force the clerk to check the meter reading each time the item is rented Allow Adjustment of Meter Out At Closing Allows the clerk to make adjustments on Meter Out reading prior to closing the contract 17 Sales Settings Sales Settings Invoice Contract Assignment Biling I
66. ckupDate Ship To Name Address 1 Address 2 Instructions F Save As Default Div Instr For This Customer Print Delivery Instructions Contract Total 0 00 The Delivery Infor tab contains customer instructions regarding the delivery of rental or retail items as well as delivery and pickup dates With Delivery Date or Pickup Date highlighted press F2 or right mouse click to present a calendar to select proper dates Any special delivery instructions along with travel directions may be entered in the area marked Instructions The delivery instructions entered can be saved as default instructions and if selected will remain with the customer until changed When selected delivery instructions can be printed on a separate page otherwise the information will print on the standard contract 118 Totals Tab Total p05 GAN Pile Contract Reservation Entry Contracts 0 invoices 0 CASH General Customer Rental Sales Delivery Info Totals Search with lt F10 gt T Search By Sortname Inquires Customer Id 1000916 Lastname DOE Customer INFO Driver s License 12345678901234567890 Phone 000 111 2222 STANDARD TAX CODE eed ol Tax Code ji F Charge Account Sales Tax 2 40 Sales Item Rental 40 00 0 00 Sales oe Contract Total 46 40 ee 0 00 Security Deposit Req Damage Waiver 400 Total Amount Paid Use Tax 0 00 Total Deposit Required 86 40 Delivery 0 00 Open Amount 86 40 Fuel 0 00 Amount Tender
67. d in place of the requested item Search In Enter the specific search request followed by Enter key to perform the search Import attaches an image file to the highlighted rental item for information regarding importing of pictures please see Importing Rental Pictures Delete removes an image file from the highlighted rental item GoTo Field presents a drop down menu to select a field to jump to Exit Leaves this screen and returns to the main menu 56 Importing Rental Pictures Total Rental can display a picture of any rental item in inventory Please follow the guidelines below before any images are added to rental items 1 2 3 ALL IMAGES MUST BE BITMAP FORMAT BMP format Images can be taken from the internet digital camera or scanner Image resolution for digital camera s and scanners should be set to medium format Since image resolution for digital camera s and scanners can vary between manufacturers this may require several adjustments Use an imaging software program to adjust image quality after setting the camera or scanner but be aware increasing image quality called dot per inch DPI will increase image size and may lengthen the time necessary to do certain operations Onscreen space is limited to approximately 2 X 1 5 If the image appears too small decrease the resolution or too blockish increase the resolution until the image is clear on the scre
68. d saved when someone attempts to enter a password protected area a password entry box will appear Failure to provide a correct password will deny entry into that area Passwords can be from 1 to 9 characters in length and be either alphabetic numeric or a combination If a password is not required leave the box blank Note If you decide to use passwords in any section it is highly advisable to password protect General System Settings and Management under the Miscellaneous Functions section 35 Cashdrawer Information nt Defaults System Messages Cashdrawer Information Prompt For Beginning Cashdrawer M Multiple Cashdrawers Enter Beginning Cash 0 00 Prompt for Beginning Cashdrawer When selected starting Total Rental for the first time after an End of Day was run will prompt for the beginning cash drawer amount This message may be ignored if no starting cash is required If you have a preset cashdrawer amount everyday it is recommended that this box be unchecked the same would apply to accounts Integrated with Point of Sale Multiple Cashdrawers Allows access of individual cash drawers attached to workstations to be controlled by the program Enter Beginning Cash This field is provided in the event that the beginning cash drawer amount was incorrectly entered at the start of the day to enter a cash drawer amount 36 Printer Settings Report Printer The selected printer will be used to print repor
69. difference between Early Close and Day End is the ability to re enter Total Rental after an Early Close without changing the date To perform an Early Closeout As 2 Follow all the steps for Day End Procedure printing out all necessary reports Place a check mark in PRINT Daily Transaction Report and Early Closeout Click Process When processing is completed restart Total Rental and enter the same date When actual day end occurs run the Day End Procedure as normal printing all necessary reports 148 Day Startup When starting Total Rental for the first time after a Day End Procedure is properly performed the system will request the date and beginning cash Total Rental Total Rental For Windows Date 01 26 2002 Enter Beginning Cash A f peer 4 Done Cancel Market Line Computers 800 284 4877 Bora Click on the Total Rental icon to start Total Rental 2 When the Date Beginning Cash window appears confirm the date The system will automatically default to your computer s date If this date is incorrect simple type in the correct address with MM DD YYYY format 3 Enter the Beginning Cash Cashdrawer or leave at 0 00 if no cash amount is entered The beginning cash drawer prompt can be disabled if no cash drawer amount is needed General System Settings General System Options Cashdrawer Information Prompt for Beginning Cashdrawer If this box is checked during day startup
70. e A confirmation window will appear Type YES to confirm the changes Click OK The program returns to the Item Lookup screen 90 Setting Up Vendors Vendors are where you get your sales items from In Total Rental you can setup a database of all your vendors Follow the steps below From the Total Rental Main Menu Select General System Settings Code Maintenance Click on the Vendor Tab Click ADD to add a new vendor click Modify to make changes to the highlighted vendor oi SS Vendor ID The Vendor ID is 1 to 3 digits alphabetical numerical or a combination of both Name Address Name of the vendor and address Phone Vendors Phone Number Vendor1 alternate vendor 1 Vendor2 alternate vendor 2 91 Bar Code Sales Items Total Rental will allow for you to scan the Barcode of a sales item and when the barcode is scanned it will automatically pop up with the item the barcode corresponds to In order for this to work certain settings and requirements must be met Total Rental works with keyboard wedge style Barcode readers and has worked on some USB style Barcode readers In order to test the capability of the Barcode reader if you open up a new Word Processing Document and when you scan the Barcode Item it should appear as text in the Word Processor If not this type of Barcode reader may not work To enable Bar Codes e General System Settings General System Options Sales Items place a check V next to
71. e Once your order has been processed a Total Rental installation CD with additional instructions will be sent to the address on file When your CD arrives call the technical support phone number listed on the enclosed instructions to be scheduled for installation Installation will proceed quickly if the following is performed first you must have either a dedicated phone line with computer modem or high speed internet connection available If a dedicated phone line with computer modem is used it cannot be part of a rolling or multi line phone system High speed internet through cable or DSL can also be used and is the preferred connection method If you decide to use a dedicated phone line you must purchase Symantec PcAnywhere This software is required for all dial up phone line connections If a high speed internet connection is used any of the following software services may be used Symantec PcAnywhere GoToMyPC subscription connection service or VNC free ware Electrical Requirements A computer needs a steady electrical current to function properly Changes in line voltage caused by weather construction or accidents could have adverse effects on your computer You never know when a power outage or power surge may strike crippling your computer equipment These situations could result in the destruction of expensive computer equipment and or loss of data It is recommended that the computer system is given its own dedicated circuit or
72. e after One by One is selected Enter the customer account number or use F10 to display the Customer Lookup screen Charge Accounts Only place a check in this box to print statements for customers marked as charge accounts Sort Order determines the order in which statements will be printed Select Name to print statements in alphabetical order Select Customer Id to print statements in account number order Message User entered information that will appear on the statement Additional Options For Restart ONLY Starting Company Name Starting Customer Id Print Close For Restart Only used when an interruption occurs during the printing of statements Entering the Starting Company Name or Starting Customer ID will begin printing from the point of interruption onward until all remaining statements have printed 170 APPENDIX Section 10 Navigating Around the Program MAIN MENU Total Rental For Windows Date 01 25 2002 MARKET LINE COMPUTERS DEMOVERSION Counter Operations Management General System Settings Rental Items System Maintenance Tools Sales Items Day End amp Exit Accounts Receivable Special Programs Menu MARKET LINE computers Copyright 2004 Jaichelle Computers Inc All rights reserved The mouse can be used to click any of options above or you can use the TAB Key on the keyboard along with the Arrow Keys Below you will find Keyb
73. e system may prompt for payment Otherwise click Process Adjust to complete the transaction 134 Cancellation The Cancellation function allows a pre billed reservation or a post billed reservation amp contract to be canceled and all items returned to inventory Total Rental For Windows Date 01 26 2002 MARKET LINE COMPUTERS DEMOVERSION Customer Delivery Info Search with lt F10 gt Inquires Customer Id Lastname Customer INFO Driver s License Phone Rental Item Reserv Contact Tota a8 3 Cancellati Cancel Contract Preview IF Process l P Select Cancellation from Contract Reservation Entry screen Select the contract from the Contract Lookup screen and click Done Total Rental For Windows Date 01 26 2002 MARKET LINE COMPUTERS DEMOVERSION J 523 Regu SCOTI EG j j j 03 sasfLongTem_ jonnson Frank owzsood 163391 r soo C anfao emm KENNETH 135 After the contract to cancel has been selected the system returns to the General tab Enter the Clerk ID and press Enter The Rental tab appears Total Res Market Line Computers CFPFTTI TOTAL _RENTAL DRZO04 ital For Windows Date 08 16 2008 G 7 E Pile Es Contract Reservation Entry Contract 1479 invoices 5222 CASH General Customer Rental Sales Delivery Info Totals L Search with lt F10 gt Customer Id 1000916 Lastname DOE Driver s License 1234567890
74. e to retail sales partial returns and long term renewals this number will increment faster than contract numbers Because every contract will show both a contract and invoice number by selecting two distinct number sequences you can easily recognize the difference between contract or invoice numbers 19 Starting Quote No This determines the starting Quote number This will only increment when a quote is presented to a customer Default Search Options Contract Search Page Customer Rental Sales Customer Customer ID Rom Number ftom Number Contract Lastname Rem Descnpbon Hern Description items Drivers License Mig ltem Mig Item Phone SORTNAME DEFAULT Contract Search By Customer Default Setting Customer ID Lastname Drivers License ts EXIT Phone Done Cancel Default Search Options These settings determine the most common searchable options when looking up contracts customers rental and sales items Contract Search Page When looking up a contract determines the default search parameter The options are by Customer see Contract Search by Customer Default Setting contract number or item number Contract Search by Customer Default Setting If Customer on Contract Search Page is selected allows the searchable parameter to be defined by Customer ID last name driver s license or telephone number This only applies when the above search is set to Customer Customer When looking up a custom
75. each month If a Month End has been done the separation will be for this current month if a Month End has not been done the numbers will coincide with the last time an End of Month has been run in the system gt Month End procedures see page Month End gt Main Menu select Accounts Receivable Menu gt Month End gt Rental ROI Detail Analysis Is there a way to add items to a contract that are being used with Rental Items For example carpet cleaner being rented out and cleaning solution is usually sold along with the rental item See page Rental amp Sales Accessories How do you setup an initial meter reading for some rental items Example diamond cutting blades rented out with concrete saw the customer is charged per thousandths of an inch of wear from the initial reading The initial reading you can setup on the specific SKU under Rental File Maintenance their your going to modify the SKU on the SKU tab and enter in the Meter Reading in the field labeled METER gt When you are opening the contract after you have selected the Rental item to add to the rental contract after selecting the corresponding Rate Type there is a field called METER 188 READING where you can confirm or change the reading when creating a contract for that item gt Diamond Blades are setup a specific way see page Setting up a Diamond Blade How do you adjust the closing time on an item that is being closed out when the item
76. ecked clerk will be required to enter a purchase order number before processing the rental contract Damage Waiver when checked applies a damage waiver charge to this customer Can be done on a per contract basis as well After all applicable information for this customer is complete click DONE to save the information or ADD ANOTHER to save this information and begin entry of a new customer 99 Adding Customers Quick Add Quick Add allows abbreviated customer information to be added during Contract Reservation entry Total Rental For Windows Date 01 25 2002 MARKET LINE COMPUTERS DEMOVERSION Contract Reservation Entry Contract Invoice 0 General Customer Rental Sales Delivery Info Totals Search with lt F10 gt Inquires Customer Id Lastname ME Customer INFO Driver s License Phone a lt F12 gt Quick Add Rental ItenvResery Customer Sales Item Lasname Firstname Driver s License Address 1 Address 2 City State Zip _ Phone Job Location eE Auth Renter P O Number r Damage Waiver Authorized Renter stst CS S 2i eae Note Car License No Salesperson Ei Territory Contract Total 0 00 z E New Contract Cancel Contract Preview a Process 2 N Contract To perform Quick Add during Contract Reservation entry 1 From the Total Rental Main Menu select Counter Operations Reservations Contracts Quotes 2 Select New Contract and enter your clerk ID al
77. ed use the toolbar in the upper left hand corner to either print or exit the list TT x id 4 gt gt I roox Fl amp The icon of the printer on the right hand side of the toolbar will send the page s to the printer The icon of the door just to the left of the printer icon will exit the screen and return to the previous location 25 Miscellaneous Contract Print Defaults System Messages l Canadian M Validate Clerk Initials M Allow Access To Salesman Code M Allow Access To Territory Code M Retail Printer Choice M Renewal Credit Message M Auto Phone Area Codes M Print Cash Receipt l Enable Entry Of Authorized Renters l No Confirmation at EXIT TR2000 l No Confirmation at Day End l Default To Current Date VVhen Converting Reservations C Do Not Display Customer Balance During Contract Processing M Do Not Show Overdue Contracts in Overbooking C End Of Day Report Pooling Canadian Canada only When checked will enable GST Tax and switch from USA to Canadian Postal Codes Validate Clerk Initials Requires the clerk to enter a valid clerk ID before any rental or sales activities occur If this is unchecked would accept any entry as being valid It is recommended that this remain checked in order to track activity throughout the system Allow Access to Salesman Code If checked will allow clerk to enter Salesperson code to accounts Salesman Codes are added under Code Maintenance Allo
78. ed 86 40 Labor 0 00 Change 0 00 Subtotal Ref On Screen Note Payments Contract Note gt i New Contract cancnicontact pronon process J 73 gt This tab brings together the entire rental and sales transaction The transaction method should be determined prior to creating any transactions in Total Rental Depending on the business practice there are several different methods of transactions Pre Billing the full amount contract total deposit is collected prior to the renter leaving the premises Pay On Return charges are determined and collected when the item is returned Selective Pay On Return the ability to determine if the customer pays prior to leaving the store or after the items are returned The security deposit and total deposit can be altered 119 F Charge Account Rental 85 00 Sales 15 22 Less Discount 0 00 i 0 00 Damage Waiver Sec Use Tax 0 00 T i 25 00 Delivery Total Fuel 5 00 Labor 15 00 Sub Total 145 22 On Screen Note Contract Note Ei The Totals tab contains all charges as they will appear on the printed contract Fields appearing in white may be altered Rental total charges for all items rented Sales total charges for all retail sale items Less Discount discounts applies to rental and retail sales items Damage Waiver damage waiver if any applied to the rental item Use Tax also considered over the r
79. edit Memo Contract Functions Long Term Retail Sales Convert Reseryation Quote Adjustment Quote Conversion Clo Closing Date Out 0172672002 Cancelation Time Out 20 31 Renewals Quote Functions NEW Quote Contract Total a Adjust Convert z gt Cancellation Clerk ID enter the clerk ID and press enter Contract Type select the contract type by mouse clicking or using the arrow keys followed by pressing the space bar Regular creates a contract or reservation up to 28 days Long Term creates a contract for 28 days and beyond Retail Sales used to sell a sale or rental fleet item Quote used to create a quote for a rental or sales item Quote Conversion allows a quote to be converted to an open contract or open reservation Date Out defaults to the current software date If Date Out is advanced to a future date Total Rental will automatically make the contract a reservation The banner above Clerk ID changes from Contract to Reservation Date Out format is MM DD YYYY 107 Contract C Reservation Time Out defaults to the current software time Time Out can be adjusted to allow for preparation of equipment or can be advanced to create a reservation When the time out is advanced Contract Reservation radio buttons appear see below All time is presented in 24 hour military format 12 00 noon 24 00 midnight 1PM 13 00 hours 2PM 14 00 hours etc Pr
80. eeds to be entered at Contract opening o Not recommended due to greater chance of duplicate entries and errors Drivers License stores the customer s driver s license This field can be changed to required status Lastname Type customer s last name or company name Upper or lower case letters are allowed Firstname Type customer s first name or additional company information Upper or lower case letters are allowed Address 1 Type customer s address or company address 95 Address 2 Type secondary address Zip If Auto Area Codes is switched on entering the customer s zip code will automatically fill in the appropriate City State and Area Code State Type state if not auto filled City Type city if not auto filled Phone 1 Phone 2 Type phone number Fax Type fax number Mobile Type Cellular Mobile phone number Delivery Zone Type delivery zone Contact Type main point of contact Note User entered information relevant to this customer Critical If this box is checked the note field will appear in red This field will appear when the customer s name is pulled up on the Contract Reservation Entry screen 96 Additional Information Optional Date of Bith SSNJ Credit Card Co st CredtCad 0 tt S Expires Taxld Cert Of Ins Expir Credit Limit 1 Credit Terms E lt The fields shown above
81. em will not prompt for any of the above choices The system will automatically cross pay the invoice 166 Correcting an Overcharge on Rental Sales Items A credit needs to be issued to correct an amount charged for a rental sales item Issuing a credit memo is very similar to creating a contract but the system will consider the amounts entered to be a credit From the main menu select Counter Operations Reservations Contracts Quotes Under Inquires select Credit Memo Total R Date 06 06 2005 Grand Rental Station 400349 C TOTAL_RENTAL DREOVELD 3 ps lel Es Contract Reservation Entry General Customer Rental Sales Delivery Info Totals Search with lt F10 gt Inquires Customer Id Lastname Customer INFO Driver s License Phone Rental IternvReseryv Sales Item Clerk ID oo Contract Functions Contract Type Regular NEW Contract Long Term r Retail Sales Convert Reseryation Quote Adjustment Quote Conversion Closing Date Out Cancellapon Time Out 18 41 Renewals Quote Functions NEW Quote Contract Total 0 00 Adjust Convert E Process B gt Cancellation EXIT Enter the clerk ID and press Enter The sequence may differ based on default settings but the general procedure is the same 1 Select the customer account from the Customer tab 2 Select the rental item s from the Rental tab 3 Enter the quantity and price of the item and enter the amount to be
82. en Anew separate folder should be created to contain all images This may be created under TRAPPS folder if this exists on your system or a separate folder Creating this folder under the DR2000 folder will increase backup time and space and should be avoided When saving images provide a name that is simple but descriptive Using the rental item number as the image name can be less confusing than using names To Import Rental Pictures RON NOOO Select Rental Items Rental File Maintenance Highlight the selected item Click the Import button From the Open Picture window click on Look In to select the location of the image Click on Files of Type drop down and select Bitmap bmp dip Click on the image name and click OK The image will appear in the blue box and is now associated to the rental item O67 Adding Rental Items Total Rental For Windows Date 01 25 2002 MARKET LINE COMPUTERS DEMOYVERSION ADDING Rental Item Rental Item Maintenance Item Number E Description Minimum MinHr Hourly LJ Bily a s Hours 24 ss Add Day E Days 2 Days MU o 8 8 3 Days Days w 8 Days Default Rate Cancel gt l AE amp Future Rates Item Number The rental item format is usually decided before any rental items are entered Two formats are available and careful consideration s
83. en sorted by Description The more characters entered the narrower the search will become Pressing F10 or clicking the right mouse button in this field will bring up the Rental Item Lookup screen with all items 3 If you know the MFG Item type the first two or three digits to bring up the Rental Item Lookup screen sorted by MFG Item Pressing F10 or clicking the right mouse button in this field will bring up the Rental Item Lookup screen 109 Total Rental For Windows Date 01 26 2002 MARKET LINE COMPUTERS DEMOVERSION BREAKER CI CUTOFF S SAW GAS 12 BR CRO 00 EXTENSION CORD 50 12AWG FOR BREAKERS LC 23F A1 FLOOR MACHINE 17 ELECTRIC LC 23F 61 FLOOR MACHINE 17 ELECTRIC ira aa KHOE 580 PUMP 3 TRASH d RENTAL ITEM GENERIC GROUP BULK RENTAL ITEM GENERIC SERIALIZED SKID STEER LOADER 753 SKID STEER LOADER 753 Specifications Description Add ITEM Modify ITEM DONE Ext Cancel Contract Preview 4 Process Once the Rental Item Lookup screen appears select the item to be rented If the QTYAVL quantity available is zero 0 press F2 to bring up the Calendar screen to determine when the item will become available Avail o Avail O ff Avail Of Aval o Avail o ff Avail 0 Res 0 Ros O f Ros O f Ros O F Ros Of Ros Qo Out 3f Out 3 Out 3 oa 3 Out 3 Out 3 30 31 1 2 3 4 Avail 0 f Avail o f Avail 3 f Aval 3 f Avail 3 f Avail 3 Res 0 f Res 0 f Res 0 Res 0
84. enter multiple territories Territory The code can be 1 to 3 characters in length and may be alphabetic numeric or alphanumeric Description Location or description of the territory covered 47 Vendor stomer Type Tax Clerk General Ledger Salesman Territory Vendor Repair Source Customer Default I LEVV HUDSON amp ASSOCIATES MARKETING CONCEPTS SWISHER ORLANDO PARTY LINE RON ARDELL amp ASSOCIATES 407 BISCANE BLYD ROSWELL VIRGINIA ABRASIVES PETERSBURG 800 446 1805 Add Modify Search Print Delete Enter vendor information in this table The vendor code can be 1 to 4 characters and can be alphabetic numeric or alphanumeric Available fields are Name Street City Phone number State and Zip Two additional fields allow for listing alternate vendor information 48 Repair lh 1000 200 000 000 000 REPLACE AIR FILTERS CHECK REPLACE ALL WEAR ITEMS MINOR OVER HAUL MAJOR OVER HAUL SHARPEN BLADES POINTS CHISELS ETC RE PAINT NUMBER WASH DEGREASE 000 E aaa PSs as a a a The Repair tab works in conjunction with the Repair Entry Screen and the Preventative Maintenance Module Module and will affect Return on Investment ROI Repair code This code can 1 to 4 characters and may be alphabetic numeric or alphanumeric Description Enter the rental equipment repair description 40 Source NWS Wa
85. er determines the default search parameter Available search parameters are Customer ID last name driver s license or telephone number Rental When looking up rental items determines the default search parameter Available search parameters are item number item description and manufacturer s item number Sales When looking up sales items determines the default search parameter Available search parameters are item number item description and manufacturer s item number SORTNAME DEFAULT Point of Sale customers only Remember Customer Search Future search option 200s Billing Information Sales Settings Invoice Contract Assignment Billing Info Age Of Late Invoices 30 Days Monthly Finance Charge 1 50 Age Of Credit Alert 45 Pays Damage Waiver 10 00 History Months On File a Last Month End 12 31 2001 Last Year End 12 31 2001 V Charge FinCharge On Existing FinCharge Age of Late Invoices Determines when an invoice is considered overdue Normally set to 30 days Monthly Finance Charge The amount of finance charge as a percentage that is assessed to each late invoice Finance charges will not be assessed unless Compute Finance Charges under the Accounts Receivable menu is run Age of Credit Alert When set will inform the clerk if overdue invoice s exist in the system beyond a specified period For example if Age of Credit Alert is set to 45 days the system will check the customers acco
86. escnebcondets 12 Remote Access and Support cccccccccccceeseseeeeeeeceeseeeeseeeeeeeeeeeeeeensseeeeeeees 12 GENERAL SYS EM SET RING Siti cccccsenieccctercecvcdeu as citer ceavcterasenitenenceotensaaneteninens 13 Rental Settings eaters sh class ton tate tate i tate tutti i taba tats i taba state lk tate 14 Sales SettihNgS seh haa ata a a A a Lh LO a a hl 18 Invoice Contract ASSIQNMOM ecceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeseeeeeeenenenees 19 Billing Information enone Ree Rene eRe Renee Remand 21 Statement Settings yeee nT eMten eee eee eee a Tene Te brr starrer ere 24 General Ledger Defaults evens einai acai de ai eld ee eld 25 MISCCIANCOUS seisccssiicatealacticebiaciiaetsanvsaaelaciiaebsanctaessacsiactlacsieesiaestcesiacsiaassaesiceetas 26 Contract Print Defaults edicere eetere as estamos Ee e tens mec Ee ae E tE ATE 30 System Messages eeen ieaie iaieiiea ieaie iaaeaie aiena 34 pa SOA S r e e A e a e a r AEE 35 Cashdrawer Information cccccccccceeeeeeeeeeeeeeeeeeaeeeeeeeeeeeeeeeeaaaaaateeeeeeeeeeeaaes 36 Printer Settings esente cacti cael s cata eae eeen aieiaa 37 Language Translation Tables nnna 39 Security future release 01 Rt GRA GR GER AGERE RAGS 40 CODE MAINTENANCE ec2e 6 4ceenc ocesadlodientdostdsadlonddenddoddendlendientsaeddendleddentlendtek 41 CUSTOMS I Type eeen en en ee e e e e e E AEF 42 TAK a n na a a E a E a a a E e a E A NN 43 LG 1s EE E EE EEEE EEE E EEE E errr ye 44
87. ess Enter to proceed 108 After selecting Time Out the next screen may be different depending on personalized settings Regardless of which screen appears next Total Rental will perform as indicated for the tab selected Rental Tab The Rental tab permits adding rental items to an open contract The default lookup is by Description but can be changed to item number or manufacturer s item number Date 01 26 2002 MARKET LINE COMPUTERS DEMOVERSION Contract Reservation Entry Contract f 0 invoices o General Customer Rental Sales Delivery Info Totals Search with lt F10 gt Inquires Customer Id Lastname Customer INFO Driver s License Phone ltem Number Rate Type Description MFG Item Meter Reading 0 000 Days Units Time Due Rate Amount Special Discount 0 00 Print Caution Notes Contract Total 0 00 z J gt New Contract There are three searchable fields listed on the Rental tab Select the rental item using one of the following methods 1 If you know the Item Number type the first two or three digits followed by the Enter key to bring up the Rental Item Lookup screen If the item number is not known press F10 or click the right mouse button in this field to bring up the Rental Item Lookup screen 2 If you know the Description name type the first two or three characters in the name to bring up the Rental Item Lookup scre
88. etime to date LTD 153 End of Day Report Pooling This function allows the store owner to assign pre defined reports to print out automatically during the Day End Process This will streamline the end of process where the clerk will not need to manually print out all the required reports rather then to make sure that the respective Report Printer has plain paper in the tray To enable End of Day Report Pooling Ci oN From the Main Menu Select General System Settings Select General System Options Click on the Miscellaneous Tab Place a check V next to End of Day Report Pooling To assign reports to print out 1 aE ON 6 7 8 9 From the Main Menu Select Management Select Setup Day End Reports Select from the list of available reports Click on the Report Name to see Additional Options where available a For example selecting Reservations will give you options in regards to how the report will be formatted and how many days beyond the current date to print out Days Ahead Place a check V next to the Print Box Once you have selected all your reports click on Save Total Rental will prompt with a box stating Data Has Been Saved Now click Close to return to the Management Menu 10 Hit the Escape ESC key to return to the Main Menu 154 Section 9 ACCOUNTS RECEIVABLES 155 Accounts Receivable There are several locations within Total Rental that account receiva
89. fo Totals Inquires Customer INFO Phone Rental ltem Reserv Sales Item Auth Renter r Damage Waiver Authorized Renter r Fha aE Note Car License No Salesperson LL Teritory Cancel Contract Preview Contract Total 95 99 p gt Process a Using lt F12 gt Quick Add Select the Customer tab and press F12 key This unlocks the customer information fields If Automatic Customer Numbering is enabled a new Customer ID is automatically assigned If this function is disabled you must enter a unique customer number Type all required information using the Enter or Tab key to select the next field If using the driver s license scanner the following information is read from the license and automatically entered into the appropriate fields last name first name driver s license number address city state zip A copy of the license image is also stored with the account information After supplying the required information click on any other tab to proceed 117 Delivery Info otal Rental For Windows Date 05 26 2005 Easy Rent All Corp 400171 C TOTAL_RENTAL EASYRENTAL F aioz Contract Reservation Entry Contracts 0 invoiced o General Customer Rental Sales Delivery Info Totals Search with lt F10 gt Inquires Customer Id Lastname Customer INFO Driver s License Phone Rental ItenvResery Sales Item Delivery Information Delivery Date Pi
90. hould be given to which format to use o Format 1 XX XXX XX o Format 2 XXXXXXXXX Format 1 makes use of a hyphen after the first two and last two digits In this instance the first two places represent the rental item department floor care lawn amp garden etc The next three digits represent the actual item part number floor care vacuum wet dry turbo lawn amp garden mower mulching 21 etc The last two digits represent the unique identifier in the rental inventory Format 2 removes the dashes so that two extra characters may be used This can be used towards expanding the Rental Item Department or Rental Item Number Description The description field accepts up to 40 characters It is recommended to use a simple naming convention beginning with a generic term and getting more descriptive An example would be Lawn Mower HI VAC 4 0HP Honda 58 Rates Total Rental For Windows Date 01 25 2002 MARKET LINE COMPUTERS DEMOYERSION ADDING Rental item Item Number 12345 Description RENTAL ITEM GENERIC SERIALIZED Rates Misc Sku Specifications Caution Notes Kit Rates Minimum T Mih Hourly Daily 8 Hours 15 Grace Period 24Hr Addl Day 6 Daily OTF Weekly 7 Days 4 Weekly OTF 4 Weeks 28 Days 20 4 Week OTF Calendar 20 Calendar OTF Weekend 1 2 Days 8 00 Time Due Weekend 2 3 Days 8 00 Time Due Weekend 3 4 Days 8 00 Time Due Event 5 Days
91. ing sold are entered here Date 01 26 2002 MARKET LINE COMPUTERS DEMOVERSION Contract Reservation Entry Contract f 0 invoice f 0 General Customer Rental Sales Delivery Info Totals Search with lt F10 gt Inquires Customer Id Lastname Customer INFO Driver s License Phone F ELEET SALE ItemNumber ME Quantity ao Description MFG Item Price 0 00 Amount 000 Rental Item Reserv Contract Total 90 00 Scammell cae rocess E v Cancel Contract Preview There are three searchable fields listed on the Sales tab Select the sales item using one of the following methods 4 If you know the Item Number type the first two or three digits followed by the Enter key to bring up the Sales Item Lookup screen If the item number is not Known press F10 or click the right mouse button in this field to bring up the Sales Item Lookup screen 5 If you know the Description name type the first two or three characters in the name to bring up the Sales Item Lookup screen sorted by Description The more characters entered the narrower the search will become Pressing F10 or clicking the right mouse button in this field will bring up the Sales Item Lookup screen with all items 1 If you know the MFG Item type the first two or three digits to bring up the Rental Item Lookup screen sorted by MFG Item Pressing F10 or clicking the right mouse button in this field will bring up the Sa
92. late beyond the 28 day period as an additional day charge Include Sat amp Sun check this box if Saturday and Sunday are considered days of rent Meter check this box if the rental Item is metered Once checked the Meter tab will become available Full Page Caution Notes check this box if additional caution warning or safety instructions are needed for the rental item Once checked the Full Page text area under Caution Notes tab is available Flat Rate check this box if a fixed rate applies to this rental item regardless of length of rental time Utilization total number of hours this item may be rented Utilization hours reflect 8 hours of usage per 8 hour day 224 hours per 28 day month 2688 hours per 12 months 13440 hours per 6 years 63 SKU Stock Keeping Unit Serialized Items Date 01 25 2002 MARKET LINE COMPUTERS DEMOVERSION ADDING Rental Item Rental Item Maintenance kem Number i2345 Description RENTAL TEM GENERIC SERIALIZED SSS SKU Number Manufacturer Display YIN Mfg s Part Owned Inventory 1f 1 B E ook Value Available Reserved 1f Insured Value Gost t Price 1 Pricea Meter Purchase Date 01 25 2002 5 Rental GL 2100 gt RENTAL INCOME Serial Number eae a Owning Location betes 4 RENTAL INCOME Current Location p ee RENTAL INCOME san DEE cancer gt J This tab is used to enter serialized items The last two digits SKU Nu
93. lect Process 128 Off Clock Date 01 26 2002 MARKET LINE COMPUTERS DEMOVERSION Contract Reservation Entry Contract 523 invoice 0 CASH General Customer Rental Sales Delivery Info Totals __Search with lt F10 gt Customer Id 503 Lastname scor Driver s License 9734569858 Phone 873 456 5658 tem Number M Rate Type Description MFG Item Meter Reading 0 000 Days o Special Discount 0 00 Units Time Due 1 Rate Amount 0 00 o Print Caution Notes Contract Total Contr Adjustment Cancel Adjustment Preview Adjust Contract 14 Ge _Contr Adjustment The Off Clock function halts the rental clock on a piece of equipment A typical example is a piece of equipment that is waiting for pick up To access the Off Clock function select Adjustment from the Contract Reservation Entry screen Select the contract from the Contract Lookup screen and proceed to the Rental tab Click Off Clock to bring up the Off Clock selection screen Select the item to Off Clock and enter the Stop Date and Stop Time Press F2 or right mouse click to bring up a calendar to select the date Select the date using the arrow keys or click with the mouse Click Exit and proceed to Stop Time Stop time will default to current system time or manually enter the time in military time 129 General Customer Delivery Info Se
94. lected plus any over time accrued Total Rental by default will attempt to provide the best rate available For example if the customer rents an item at a Daily Rate 8 hours and brings that item back in 4 hours the system will charge the minimum rate or the minimum rate plus the hourly charge A grace period only takes effect on rentals longer than 24 hours Same day rentals do not utilize the grace period function Close with Opening Rates Partial Edit Returns Go To TOTALS Return Receipt Close with Opening Rates Closing with opening rates simply takes the rate originally quoted without overtime factors involved regardless of the time the item was returned This is helpful if for some reason the equipment is returned late by no fault of the renter The system will revert to the original price that was quoted J Ado Partial Edit Returns this function allows any item on the contract to be returned while maintaining the remaining items on a contract It will also allow the rental price to be altered If a charge is associated to the rented item that cannot be covered by selecting Close with Opening or Closing rates then Partial Edit Returns can be used Selecting Partial Edit Returns presents the Returning One by One screen Total Rental For Windows Date 06 16 2005 Line C TOTAL_ RENTAL ORZOD E lolz Contract Reservation Entry 5180 CASH General Customer Delivery Info Totals 006 0
95. les Item Lookup screen Aden Total Rental For Windows Date 01 26 2002 MARKET LINE COMPUTERS DEMOYVERSION CLEANING CHARGE BLADE ABRASIVE 12 CONCRETE 1 BLADE ABRASIVE 12 METAL 1 ARK 3 38 _ 499 979 00 2 00 115 00 Pyw 1500 RE WASHER 1500 PSI PR OP20 PROPANE 20LB FILL 0 SAND PAPER 100 GRIT SAND PAPE 0G STERNO SINGLES Kl gt Search in Description p Add Modify DONE Ext New Contract EXIT E Cancel Contract l Preview l i Process 4 ga edarien If the item is available selecting the item can be performed using several different methods Use the up down error keys on the keyboard to highlight the item and press Enter or click Done Use the mouse to highlight your selection and press Enter or click Done Use the mouse to highlight your selection and double click the left mouse button Once the item has been selected the Sales screen re appears 115 Total Rental For Windows Date 01 26 2002 MARKET LINE COMPUTERS DEMOYERSION as General Custome antal e er tals G C Sales Del y Inf I Search with lt F10 gt Inquires Customer Id Lastname Driver s License Phone F ELEET SALE Item Number GL MIS GLOVES LEATHER MISC Quantity Description MFG Item es Amount 5 99 Add Modify Contract Total 90 00 New Contract Cancel Contract Preview ia Process 4 za New Contract Quan
96. lk This screen allows you to keep track of how a customer heard about your rental business Examples include word of mouth Yellow Pages direct mailers walk in etc Code The Code is a general abbreviation of your source name This code can be 1 to 3 characters and may be alphabetic numeric or alphanumeric Source Name A general description of this source 50 Customer Defaults istomer Type Tax Clerk General Ledger Salesman Territory Vendor Repair Source Customer Defaults Tax Exempt m Credit Limit P O Number r Cust Type jw Damage Waiver y Taxcode jr o Finance Charge m Area Code Ce Charge Customer r State 0 Salesman wv City eere Require Drv Lic Require Phone lt l n g n 3 D T fe C a m gt fay o O C Z i L K lt N O o 2 x 5 Require Authorized Renter Save Cancel The settings listed here are general default customer settings These settings are for all customers in the system In addition these settings can be applied on a customer by customer basis The settings entered in here will affect NEW Customers added to the system Tax Exempt Most customers are not exempt from sales tax and this box should remain unchecked If the majority of the customers are tax exempt place a check here Check local tax laws on Tax Exempt status P O Number Requires that a purchase order number P O is required for rentals
97. lly this area is blank Zip Code Maintenance Company Name Clear Out Multi Store Zip Code Maintenance This will open up a database of all Zip Codes found in the software This is used when you come across a Zip Code in the software that may not show the correct information From this screen you can edit the City State and Area Code that appears when the Zip Code is entered Company Name This screen shows the information that prints out on Contracts Invoice and Statements NOTE Even though there is a Change button this will now allow the Company name to be altered because a new serial number will need to be generated If the Company Information needs to be changed contact Technical Support for assistance Clear Out Multi Store This is to be used under the supervision of Technical Support This is used only when multiple store locations have been entered and are not running the Multi Store Module 290 Contract Print Defaults V Rental Rates On Contract V Line Between Each Item V Company Name l Open Vs Reservation ee Mv Time Used Vs Days Print lv Customer Phone Print Cauti r Pay On Delivery M Previous Partials V Print Separate Delivery Instructions l Contract Print Preview AS DEFAULT Damage Waiver Blank NWA Zero Rental Rates on Contract With this checked the system will print all available rates for each rental item on the contract This is common practice in the tool rental indust
98. m would automatically assign the next available number Itis recommended that this setting remain checked Please contact Tech Support for additional information prior to changing this setting Assign Invoice Number at Opening Closing This determines when an invoice number is generated for a rental contract When Pre Billing rental contracts it is recommended that the invoice number is assigned during the opening of the contract When Post Billing rental contracts Pay on Return it is recommended that the invoice number is assigned during the close of the contract Contract Screen Start Page This setting determines which screen appears after the clerk ID and contract type has been determined General tab Selecting screen 2 selects the Customer Information tab 3 selects the Rental Item tab 4 selects Sales Item 5 selects Shipping Notes and 6 selects Totals tab The typical starting screen selected is the Rental Item Screen number 3 Starting Contract No This determines the starting Contract number The largest allowable number is 9 999 999 Itis recommended to start with the lowest possible number If this is a data conversion to avoid conflicts the beginning contract number will be determined by the last contract written in the previous system Starting Invoice No This determines the starting Invoice number Itis recommended that this number begin at a higher value than contract numbers Du
99. mber are used to identify the rental item The department number item number and description can be identical as long as the SKU numbers are different Please see Rental Receiving to add non serialized group items Examples of serialized items are Bobcats scissor lifts and floor sanders Serialized items o XX XXX 01 represents the first unit in inventory o XX XXX 02 represents the second unit in inventory o XX XXX 03 represents the third unit and so on o NOTE On hand quantity for any serialized item should never be greater than 1 SKU Number the last two digits in the part number that are unique to this rental item The SKU number along with the serial number can be used to identify equipment in inventory Display Y N placing a check here Y will permit this item to be displayed on the Rental Item Lookup screen as active inventory Un checking this box will remove the item from Rental Item Lookup but keep the item in Rental Item Maintenance Owned Inventory quantity owned and quantity in current inventory 64 Available Reserved quantity available and quantity reserved Cost purchase cost Meter when Meter is selected on Misc tab allows entry of current meter reading of rental item Purchase Date date item was purchased Serial Number model serial number Owning Location Multi Store designator displays which store owns this item Selectable from drop down
100. menu Current Location Multi Store designator displays where the item currently resides Selectable from drop down menu Manufacturer Manufacturer s name Manufacturer Part item model part number as assigned by the manufacturer Book Value item s current book value Insured Value item s insured value if damaged Price 1 price of the unit if sold new Price 2 price of the unit of sold used Rental GL General Ledger number assigned to rental item Fleet GL General Ledger number assigned to fleet sale item Rental items sold Freight GL General Ledger number assigned to shipping item 65 Rental Receiving Non Serialized Items Grand Rental Station 400349 C TOTALS dal Browse ADDING Rental Item YTD Edit Rental Item Maintenance Item Number 12345 Description Rental item non serialized group item o me ar SKU Number E Manufacturer Display YN 7 Mfg s Pat Available Reserved Insured Value Cost Price 1 Price 2 Meter Purchase Date 05 19 2006 Rental GL Cash Serial Number Fleet GL Cash Owning Location Do Curent Loeaioni Zj Freight GL Cash l Seve lt Done cance gt Although it appears similar to the serialized item screen please note the differences Owned Inventory Available Reserved Cost Meter and Serial Number fields are not available Entering
101. n prompted Process Contract select Yes IF YOU ARE PAY ON RETURN in the Total Deposit Required field enter 0 00 This will set all values to 0 and no money will be required to be collected IF YOU ARE SELECTIVE PAY ON RETURN after clicking on the Process button a pop up screen appears Click Pay on Return to send this contract to the printer without collecting any money To collect payment press Pay Now The Totals screen will re appear to process payment 121 Pay On Return Selective Pay on Return Selective Pay on Return provides the flexibility to control the type of transaction at the time of rental If the full amount is required at the time of rental select Pay Now from the pop up screen Enter the total amount owed in the Amount Tendered field and click Process The Amount Tendered is usually equal to the Total Deposit Required amount The contract will print and any change due will be presented on the screen If payment is not required at the time of rental select Pay On Return from the pop up screen A contract will print but no amount is tendered A general practice is for the customer to sign the contract indicating receipt of the equipment and agreement to payment Another important feature is the ability to alter the Security Deposit or Total Deposit Required fields e Security Deposit the Security Deposit amount can be altered from 0 00 to any amount usually to the total of the Security Deposit Any ch
102. n the keyboard to highlight the item and press Enter or click Done Use the mouse to highlight your selection and press Enter or click Done Use the mouse to highlight your selection and double click the left mouse button Once the item has been selected the Rental screen re appears 111 Total Rental For Windows Date 01 26 2002 MARKET LINE COMPUTERS DEMOVERSION Contract Reservation Entry Contracte Invoice General Cu Rental Sale De Search with lt F10 gt Customer ld Lastname a Driver s License Phone Ee Item Number Pw 250 01 PRESSURE WASHER 2500 PSI 4GPM Rate Type CEM Description MFG Item Meter Reading 0 000 Days e Special Discount 0 00 Units g g Treis m F Print Caution Notes Rate Amount 0 00 E Contract Total 0 00 E J gt New Contract The selected rental item along with the item number and description appears in the appropriate fields on the Rental tab Press Enter or left mouse click on the drop down arrow in the Rate Type box 24H Description Same Day Weekend Minimum Weekly 4 Weeks Misc No Charge Rate Type Choose the appropriate Rate Type from the list of available rates and press Enter Note The Miscellaneous Rate type Misc allows user entered terms Meter Reading Enter the current meter value If Mandatory Meter Reading is enabled the clerk will be required to enter a meter out reading before p
103. new and either press Enter or click DONE Enter the Clerk ID and proceed to the Totals tab The system may prompt for payment depending on payment type selected If no Payment is taken a prompt to post the amount to accounts receivables appears 138 Automatic Renewals Total Rental For Windows Date 01 26 2002 MARKET LINE COMPUTERS DEMOVERSION Contract Reservation Entry General D Search with lt F10 gt Inquires Customer Id Lastname Customer INFO Driver s License Phone m Rental Item Reserv Sales Item Clerk ID Contract Type Reguier Contract Functions NEW Contract A Long Term m K C Retail Sales Convert Reseryation Quote Adjustment Quote Conversion Date Out 01 26 2002 Time Out 22 02 Contract Total 0 00 PAN aba z gt Cancellation E Select Contract Reservation Entry Screen Renewals then select Automatic Renewals The Automatic Long Term Renewal screen appears Automatic Long Term Renewal MARKET LINE COMPUTERS clk Curent Date o2rrsva002 Advanced Billing Days kd Clerk enter clerk ID Advanced Billing Days number of days that Total Rental will scan ahead Any long term contracts that are due within this period will appear in grid below Renewal Date the current date plus the number of advanced billing days Print Contracts placing a check in this box will print renewed long term contracts 139 L
104. nformation Statement Settings General Ledger Defaults Sales Cost Percentage Price A 0 Price B o Price C 0 7 Taxflag ON when Adding Sales Items r Barcode Sales Items Sales Cost Percentages The sales settings page deals with retail sales items The Sales Cost Percentage determines the three retail prices that can be stored for each item Normally these are left to zero giving the most flexibility when entering prices Any number entered here will be a percentage of cost that will then be added to the cost to set the retail price Taxflag ON when Adding Sales items This switch determines if a retail item is taxable on sale It is recommended that this switch is checked even if the items are non taxable This switch is ignored when the tax rate under Code Maintenance is set to 0 00 Barcode Sales ltems If this box is checked the system will allow a Sales Item to be scanned using a bar code scanner 18 Invoice Contract Assignment Determines how the front counter screens will appear and function Rental Settings Sales Settings Invoice Contract Assignment Billing Information Statement Settings General Ledger De Auto Assign Contract Invoice Quote No Starting Contract No 524 Assign Invoice Number at Opening SERROTE oe Closing Starting Quote No 10 Contract Screen Start Page 3 5 Rental Item Screen Auto Assign Contract Invoice Quote No When checked the syste
105. nk holds 15 gallons No ol gas al Painte mixtur Licen CLEAR 4 oe Done Cancel gt ITEM Specifications user entered information that would be beneficial to the rental clerk or customer The information entered is usually not specific but general in nature This information does not print out but appears on the Rental Item Lookup screen SKU Specifications user entered information that is similar to above but specific to only the item being rented If there is more than one SKU individual information can be entered for each SKU This information does not print out but appears on the Rental Item Lookup screen Specifications ITEM INFO Rents one compressor one hammer two bits and a hose for a reduced rate rc I oO E et gi 69 Meter Total Rental For Windows Date 01 25 2002 MARKET LINE COMPUTERS DEMOVERSION ADDING Rental Item Rental Item Maintenance Item Number 12345 Description RENTAL ITEM GENERIC SERIALIZED O Rates Mise Sku Specificatons Meter Caution Notes Interactive Hour Meter Hour Meter OT Factor C Interactive Hour Meter e Hours Day Hours Week e Hours Month Meter Type Hour Meter Other Decreasing Allowed Per Rental A Whole Tenths Hundredihs Thousandths Per 24Hr Day Sale Item Sku Number Per Week Per 4Wk Month Mileage Meter Mileage Allowed Over Mileage Factor aa Done Cancel gt oe Meter Type H
106. nter names and share names should be simple descriptive and limited to as few words as possible avoid spaces too Print a windows test page to each printer installed both locally and over the network where applicable Before purchasing any printer not listed on our system requirements page you should contact your hardware or network consultant for their advice and the latest information A dependable printer is essential to the operation of your store Network Notes The hard drive or shared folder that contains Total Rental must be shared with FULL ACCESS and contain no spaces in the Shared as drive name OR the computer name Workstations must have a permanent drive mapped to the root the drive or folder The mapped drive on the workstations cannot be designated as Drive R User accounts if created must have full access to the drive It is recommended that all workstations within a network have the same operating system and version Software Notes Running software programs such as disk defragmenters backup utilities weather monitors etc during normal business hours will degrade system performance especially during peak use times We encourage the use of anti virus programs but warn that these programs should be set to scan after business hours It is also important to note which applications are loaded in the System tray Programs that appear here are resident in system memory and will degrade system performance as well
107. ny g l number Location in Store the physical location of sales item in the store Multi Store Location Multi Store which store location carries this sales item 87 Serial Numbers Total Rental For Windows Date 01 25 2002 MARKET LINE COMPUTERS DEMOVERSION Sales Item Maintenance a o a ee The Serial Numbers tab is available after placing a check in the box labeled Serial number s from the Adding Sales Item tab To enter serial numbers of items received place the mouse pointer in the box under Serial Number heading Type the serial number and click Done Status field Cust ID Date sold etc is automatically updated when the item is sold 88 Modify Sales Serial File f Modify Sales Serial File 4 Status Available DB 12 Available DB 12 Available MX 002 Sold MX 002 Sold MX 002 Available MX 002 Available PW 1500 Available 2039845345 PW 1500 __ Available 2039845346 PW 1500 Available 2039845347 PW 1500 2039845348 PW 1500 2039845349 PW 1500 2039845351 PW 1500 8893456 05 01 2000 3345633 05 01 2000 k 2345455 07 04 1995 3345633 07 04 1995 3345633 07 04 1995 3345633 07 04 1995 3345633 07 04 1995 Lelejejajajejejelejelelele All Sold Search in Item Number Add Delete Pending Returned jesi Done p Cancel The Modify Sales Serial file is used to alter different parameters associated to serialized sales items Changes t
108. o the serial number status id date sold etc can be made by clicking in the field to be changed and entering the new data All Sold Pending Returned selection determines which serialized sales items are displayed Search in clicking on any of the yellow highlighted headings changes the search parameter Add allow the entry of a new serialized sale item directly into the Modify Sales Serial File screen Delete deletes the highlighted item Done commits the changes to Total Rental Cancel Cancel all changes or adjustments 89 Edit Item Number or Department Total Rental For Windows Date 01 25 2002 MARKET LINE COMPUTERS DEMOVERSION YTD Sales Item Maintenance item GL MIS GLOVES LEATHER MISC Edit ITEM NUMBER DEPARTMENT amp Change SALES ITEM Change Sales Item DEPARTMENT OLD VALUE NEW VALUE Sales ITEM Number s Sales Item Deptartment GL It may be necessary to change the item number or department for a sales item Any changes made to the item number or department will continue to follow the changed item so that it will appear correctly in invoice history To edit the item number or department from the Total Rental Main Menu select Sales Item Sales File Maintenance Locate and highlight the item to be changed Click on the Edit tab at the top right corner of the Lookup screen Select either the item number or department radio button Enter the new value and click Chang
109. oad will populate the grid with long term contracts that fall within the number of Advanced Billing Days Automatic Long Term Renewal MARKET LINE COMPUTERS Clerk 7 Current Date 02 13 2002 Advanced Billing Days 10 Renewal Date 02 23 2002 Print Contracts 1 Contract Found p Print Cancel In the above example the number of Advanced Billing Days is set to 10 The Renewal Date is set to10 days ahead of the current date automatically After clicking Load Total Rental found 1 long term contract that can be renewed for the time specified 140 Contract Closing The contract Closing function is used to close all contracts whether regular or long term When closing a contract the current date is always used Total Rental For Windows Date 02 13 2002 MARKET LINE COMPUTERS DEMOVERSION Contract Reservation Entry General D Search with lt F10 gt Inquires Customer Id Lastname Customer INFO Driver s License Phone __ Rental Item Reserv Sales Item Credit Memo Clerk ID Contract Functions NEW Contract Contract Type Regular Long Term C Retell Sales Convert Reseryation Retail Sales Quote Adjustment C Quote Conversion Closing zlogi Date Out 02713 2002 Cancellation Time Out 17 33 Renewals Quote Functions NEW Quote Contract Total 0 00 Aa come z gt Cancellation From the Contract Reservation Entry screen select Closing The
110. oad tax in some states Delivery delivery charge if any Fuel fuel charge if any Labor labor charge if any Sub Total sub total for this column On Screen Note user entered information Appears on screen only Contract Note user entered information that will appear on the printed contract NOTE Delivery Fuel and labor charges can be applied directly to the contract and appear within the contract totals These three fields can also be added as sales items associated to specific General Ledger codes When setup as GL codes the Delivery Fuel and Labor fees will be printed below the contract items instead of within the totals area 120 Tax Code STANDARD TAX RATE Sales Tax 0 76 0 00 Contract Total 100 98 Security Deposit Req f 10 00 Total Amount Paid 0 00 Total Deposit Required a Open Amount mgs Amount Tendered i 00 Change 0 00 Ref a Payments g i Tax Code tax code applied to this customer Automatically selected but can be changed from the drop down menu Sales Tax total tax charged based on sub total amount and customer tax code Contract Total total including tax Security Deposit Req only available when Selective Pay on Return is enabled otherwise field is grayed out IF YOU ARE PRE BILL enter the total open amount in the Amount Tendered field and press Enter Select the method of payment from the Choose Payment Type menu Whe
111. oard shortcuts when at the Main Menu click on the Underlined Letter pertaining to the menu option O Counter Operations C Customer R Rental Items S Sales Items A Accounts Receivable M Management G General System Settings Y System Maintenance Tools D Day End amp Exit P Special Programs Menu 172 Counter Operations Menu O underlined letter below COUNTER OPERATIONS Contract Invoice History Print Display Daily Reports Edit Daily Deposits Cash Receipts By Invoice Cash Receipts By Customer Customer Balance Inquiry Rental History By Item Or Customer Change Clerk Password Return to MAIN MENU Customer Menu C underlined letter below CUSTOMER CONTROL Reports Labels Postcards Return to MAIN MENU 173 Reservations Contract Quotes Contract Invoice History Print Display Daily Reports Edit Daily Deposits Cash Receipts By Invoice Cash Receipts By Customer Customer Balance Inquiry Rental History By Item or Customer Change Clerk Password C Customer File Maintenance R Reports L Labels P Postcards Rental Item Sub Menu R underlined letter below Rental File Maintenance Rental Receiving Transfer Rental items Repair Entry Sales File Maintenance Sales Item Receiving Labels 174 Accounts Receivable Menu A underlined letter below
112. ocess The same actions can be performed by Left Clicking your mouse on the appropriate button NOTE The Box with the 1 and up down scroll buttons are used to increase or decrease the number of contracts to print out depending on your settings for Parts Form 185 Helpful Hints The ESCAPE ESC Key When necessary to cancel an operation or exit a certain function hitting the ESC Key will allow you to cancel the action Calendar Most anytime you come across a date field in the software by right clicking the mouse button in the appropriate field or hitting the Function F2 F2 key on your keyboard will bring up a Calendar screen Search Most anytime you come across a field prompting for example Invoice Number Customer ID Item and etc By hitting the Function F10 F10 key on your keyboard will bring up the respective lookup screen the same function can be performed by Right Clicking your mouse in the appropriate field 186 Frequently Asked Questions How to print a Rental Rate List From the Main Menu select Rental Items Reports Master This will show you two different rate lists where different information will print out depending on your options The Rental Rate List by Store owner will show you all items that are in the rental database regardless if the item is marked for display or not Also it will show specific detail in regards to ROI information and etc The Customer Rate List in either of the different p
113. ol reid a a a E 123 Convert ReservationS ccceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeees 125 Fleet Sala eee i eaa E EE T E TEE 127 AdjUS MEN S imar E EE 128 Off COCK ee eee ee e Subic eel e e ee araea ieee eaaa aaae 129 Regular to Long Term ConverSion ccccceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeees 131 LT Adjustment Long Term Swap ccceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeees 133 Ca cellatiO Mis pchat cusn che renecasar enti dice etecenneasek ier ensharer inet ete ate ec 135 Long Term Renewals 22 1 nenk cent nent Bet Reh Re Re Re Renae 137 Manual Renewal ccziscabitadinadectieudleutinnitensectisatitanantiendectisavltanicalstisuel tas 138 Automatic Renewals 2222 52 o2 n2 254 22 os np adi nn esl n dedi ne dine adi eeren 139 Contract Closings ccckcsoucsosc aed keko kek kete keke neko keke esa 141 Close with Actual Rates onanii en ia eaa aa a a a a a a aeaa 142 Close with Opening Rates eccesd etal ateend ete end eteead n neneman nennen nenene 142 ParialEdit Ret rmnSmeeni een a E cs caaaa ngs 143 MANAGE ME N aera a araa sey dey ae ed Oe ey EIE ede ey EA AAA AR eke 146 Day End PIOCCS Ss cnar r ie e erde arei ea ai eani ea iai ei 147 Early Close t nenenene ee eee eee ee i 148 BEVES 19 0 o ar ea AES ERR ERR CRE RAM RATER RMT a wR 149 MOMA ENA tere neend rae Oia wah Salada ad al een A ak ed Baa Ned ik dea gs 150 End Of amp neeeeeeereeopeeent pre ree re are perpen aa Pr
114. ong with contract type date out and time out Press Enter 3 Select the Customer tab and press F12 to enter Quick Add mode Customer ID type customer s ID or if auto assigned skip to next field Lastname type customer s last name or company name This field is required Firstname type customer s first name optional Driver s License type customer s driver s license Optional but can be required Address 1 customer s or business s address optional Address 2 secondary address if necessary optional 100 City type name of city or see below State Zip enter customer s zip code to have system search for City State and Area Code or type State and zip code information Phone type customer s phone number or business number Optional but can be required Job Location type job location optional P O Number type purchase order number Optional but can be required Note user entered information specific to this customer Car License Number automobile license plate number Optional Salesperson select sale person from the drop down menu Territory select territory from the drop down menu Authorized Renters select authorized individual to rent equipment through selected company name If you require this of your company it is suggested that you flag the customer as requiring an authorized renter see Authorized Renters Otherwise this can be ignored Damage W
115. onth End Closing Contract Reservation Entry Screen Total Rental For Windows Date 02 13 2002 MARKET LINE COMPUTERS DEMOVERSION jo x Contract Reservation Entry General Customer Rental Sales Delivery Info Totals Search with lt F10 gt Inquires Customer Id Lastname Customer INFO Driver s License Phone Rental Item Reserv ih Open New Contract Sales Item Credit Memo Clerk ID Contract Type C Regular Contract Functions NEW Contract Renewals i Long Term P EEE Retail Sales Comer Reservation C Quote o Amet e eee e Closing Date Out i Cancellation Time Out 2 52 Quote Functions NEW Quote ContractTotal Adjust Convert its lt 5 Cancellation EXIT Cancel Preview m Process Y E gt ik The mouse can be used to click any of options above or you can use the TAB Key on the keyboard along with the Arrow Keys Below you will find Keyboard shortcuts when at the Contract Reservation Entry screen click on the Underlined Letter pertaining to the menu option Inquiries Customer INFO R Rental Item Reserv S Sales Item M Credit Memo Contract Functions N NEW Contract V Convert Reservation A Adjustment S Closing T Cancellation E Renewals 183 Quote Functions Q New Quote J Adjust Convert O Cancellation Customer Info Inquires C Customer Info gt Customer INFO Customer Info I Cu
116. option to print place a check mark in the small box on the Credit MEMO button and press Credit MEMO button An invoice number is generated which can be reprinted if necessary from Contract Invoice History Print Display 168 Customer Monthly Statements Total Rental Accounts Receivable allows the printing of monthly customer statements for all active customers From the main menu select Accounts Receivable A R Reports Menu Customer Monthly Statements Customer Monthly Statements Q Blank C Statement TopTear C Statement SideTear All Active Balance Due C One By One Customer Id l Charge Accounts Only Sort Order C Name Customer Id Message pessage 0 0 0 0 m __ For Restart ONLY Starting Company Name Starting Customer Id Print Close Blank Plain paper statement Statement TopTear pre printed form with tear off at the top of the form This portion is returned with the customer s payment Statement SideTear pre printed form with tear off on the side of the form This portion is returned with the customer s payment All Active selects all active customers with transactions during the past statement period Month Balance Due selects all active customers with transactions during the past statement period with a balance due 169 One by One user selects one active customer with transactions during the past statement period Customer ID availabl
117. our Meter used to track usage of an item based on hours Can be used to determine when an item needs to be serviced as well Interactive Hour Meter when selected opens Interactive Hour Meter box Used to keep track of the usage hours on an item as well as charge for additional time over the allotted meter Hour Meter OT Factor determines what is charged for each hour over the allotted meter It recommended that the OT factor be set to 8 Hours Day used to determine the number of hours of use over a 24 hour period Usually set to 8 8 hours of use per 24 hour period Hours Week used to determine the numbers of hours of use in a five day period Usually set to 40 8 hours X 5 days Excludes Saturday amp Sunday Hours Month used to determine the numbers of hours of use in a 20 day period Usually set to 160 20 days X 8 hours 70 Other Decreasing when selected opens Other Decreasing Allowed box Used to track wear or a declining value of an item The item being rented is measured before it leaves the store and after it returns to the store The difference in measurement is what is charged If unchecked boxes will contain allowable measurement based on selected Units of Measure See Setting up a Diamond Blade Other Decreasing Allowed Place a check mark in this box if Per 24HR Day Per Week Per 4WK Month rate boxes will not used Per Rental allowable measurement based on selected Units
118. permissions for clerks and have access to this section Secured Areas Accounts Receivable Menu Void A R Invoice Allow Post to A R Edit Daily Deposits Cash Receipts Entry Credit Memos Customer Balance Inquiry Contract Cancellations Contract Renewals Cancel Quotes Modify Rates Management Customer Maintenance Rental Maintenance Day End amp Exit Rental Item Deletions Sales Item Deletion Sales Item Receiving Update Allow Negative Receiving Update General System Settings 40 Section 3 CODE MAINTENANCE Customer Type HOMEOWNER INHOUSE SSS INDUSTRIALS LARGE CONTRACTOR S S aose OOOO IMISCLOCAL BUSINESS U US E MASONCONCRETE CoN PLUMBING CONTRACTOR SMALL CONTRACTOR SSS SS M v CE U hhli BG HO woo IN e is mo mooo mooo s inal a lt 7 lt lt lt The customer type is a way for you to categorize your customers This allows for reports and labels to be generated based on a specific customer type The BG Restricted Account is a status that can be assigned to any customer considered a risk Note When a clerk attempts to rent an item to a customer marked as BG a warning message is flashed informing the clerk of this status The customer is restricted to sale items purchases AD Tax tomer Type Tax Clerk General Ledger Salesman Territory Vendor Repair Source Customer Defaults EXEMPT TAX CODE STANDARD TAX CODE
119. posit full amount contract total plus security deposit Edit Deposit amount changed Authorized Amount amount authorized to the credit card This is for Total Rental Customers with integrated credit card processing Additional Deposit Received Additional payment that will be applied towards the open contract Additional Deposit Returned payment amount that would be taken off the open contract Security Deposit payment that applies towards the security deposit Payment Type form of payment Editing Clerk clerk s ID Reference user entered data 157 Edit Cash Receipts Removing Payments from a Closed Contract This allows payments to be removed or backed out from closed contracts invoices A typical example would be a bounced check used for payment Select Accounts Receivable Edit Cash Receipts Edit Cash Receipts Invoice Number Editing Clerk Customer Invoice Date Invoice Amount Amount Paid Invoice Balance Amount Overpaid is Editing Date 01 25 2002 Reference Payment Type Done Cancel Invoice Number enter invoice number or use F10 to display the Invoice Lookup screen Editing Clerk clerk s ID Customer customers account number and name Invoice Date date the contract was closed Invoice Amount total amount invoiced on the contract Amount Paid the amount paid Invoice Balance remaining open balance on the closed contract invoice
120. pport issue arise Computer Supplies Stock Paper Total Rental for Windows can use a laser printer for reports Please refer to Total Rental System Requirements for further information These types of printers accept standard copier style paper Contracts Statements Post Cards Our generic laser contracts are two part white pink presorted forms There are 1 250 forms per box We also have three part laser contracts white pink yellow presorted forms As an alternative our dot matrix style Contract forms are three part NCR forms which come in boxes of 900 Custom forms for TruServ members Grand Rental Station Just Ask Rental and Taylor Rental can be purchased through Centurion If you decide to have custom forms made it is strongly recommended that our generic laser form be given to your printer as a guide to ensure proper placement of information To order contracts or monthly statements please call us direct at 1 800 284 4877 x29 You will find most of our forms and supplies are very competitively priced and can be shipped the same day your order is placed Backing up An essential and commonly over looked part of general computer maintenance which will ensure peace of mind is creating backups of your computer data It is recommended that a backup be performed for each business day and at month s end It is recommended that eight separate backup media be used one for each day of the week and one at month s end If you h
121. provide space for additional information that may be pertinent to the customer or company being added This information is not printed on any forms or contracts If credit card information is entered this credit card may be used to pay for rental or sales items Only the last four digits will appear on print outs Date of Birth MM DD YYYY format S S N Social Security Number Credit Card Co select the credit card company from the pull down menu Credit Card enter valid credit card number Expires enter expiration date of credit card MM YY format Taxld enter customer s or company s tax identification number Cert Of Ins Expir enter the expiration date for the Certificate of Insurance MM DD YYYY format Credit Limit user entered dollar value This is the maximum credit limit available to this customer Clerk will be prompted if the rental item will exceed the specified credit limit Credit Terms Initially set in General System Settings Code Maintenance Select the terms from the drop down menu 97 Discount Rates Rental Sales Price Level 7 Cust Type HOMEOWNER X Salesman HOUSE ACCOUN Taxcode STANDARD TAXi Source Territory eee Discount Rates Rental a percentage that applies to all rentals Can be set from 0 100 Sales a percentage that applies to all items purchased Can be set from 0 100 Price Level if defined sets the sales item price level
122. pts amp A R Charges T Outstanding Deposits Items Due Today O Open Contracts Reservations B Open Contracts By Customer Q Quotes 177 Counter Operations Daily Reports Day End Reports O D E underlined letter below D Daily Transaction C Cashdrawer Summary T Daily Transaction By Clerk A Cash Accounting M Amount To Be Deposited Customer Reports Customer Reports C R underlined letter below A Activity Report C Customer Directory 178 Rental Item Reports Rental Reports R R underlined letter below RENTAL REPORTS Inventory Items Sold Equipment Maintenance Report History Booking Utilization Time RO Detail ROI Summary Overbooking Purchases Rerent Ys Inhouse Analysis Depreciation Missed Rentals Accessories Physical Inventory Resale Price List Inventory Availability Return to RENTAL ITEM CONTROL 179 Master Rate List Inventory Items Sold Equipment Maintenance Report History of Booking Utilization Time ROI Detail ROI Summary Overbooking Purchases Rerent vs Inhouse Analysis Depreciation Missed Rentals Accessories Physical Inventory Resale Price List Inventory Available Sales Items Reports Sales Reports S R underlined letters below Inventory Master P Price R Reorder C Cumulative Sales D Departmental Summary G Cost of
123. r Id Lastname Customer INFO Driver s License Phone Bental ltem Reserv Open New Contract Ceko OS Contract Type Regular Long Term Retail Sales Quote Adjustment Quote Convers Quote Conversion Closing Date Out 01726 2002 Cancellation Time Out 20 31 Renewals Quote Functions NEW Quote ContractTotal gt ce sede m 4 oe Cancellation Inquiries this section allows quick access to view and edit customer information rental amp sales inventory as well as create a credit memo and inquire about reservations without returning to the main menu Contract Functions this section contains contract openings and reservations adjustments and closings along with converting reservations and cancellation functions Quote Functions this section performs all quote functions Quotes can be written saved and printed without actually designating the item out on rent Quotes can easily be converted to a reservation or contract 105 The following sub menus appear under the three main function categories Inquires contains Customer INFO 1 Customer INFO provides a link to the Customer Lookup screen 2 Customer Contract Info provides a quick view of all current contracts 3 Delivery Info provides delivery information for a selected customer Rental Item Reseryv 1 Rental Items provides a link to the Rental Item Lookup screen 2 Reservations displays reservation
124. r Retail sales items and proceed to the Totals screen Date Out 0112612002 Time Out 15 45 0000 amp Contract C Reservation Time Out If Date Out remains unchanged and Time Out is advanced a box appears with a selection for Contract or Reservation Select the appropriate item and press Enter Add rental or retail sales items and proceed to the Totals screen 123 ad Rental For Windows Date 06 16 2005 Market Line Computers FFFFTI C TOTAL RENTAL ORZO04 Contract Reservation Entry Contracts 0 invoices o CASH General Customer Renta sales Delivery info Totals Search with lt F10 gt P Foxe rinan Inquires Customer Id 1000916 Lastname DOE Customer INFO Driver s License 12345678901234567890 Phone 980 980 9800 STANDARD TAX CODE Rental ItervReserv ax Code hi F Charge Account Seles Tax 738 Sales Item Rental 23 00 0 00 Sales Contract Total 26 68 Less Discount 00 Security Deposit Req 00 Damage Waiver 2 30 Total Amount Paid 0 00 Use Tax 0 00 Total Deposit Required 0 00 Delivery 0 00 Open Amount 0 00 Fuel 0 00 Amount Tendered 0 00 Labor 0 00 Change 0 00 Subtotal 26 30 Ref On Screen Note Payments Contract Note z J _ Based on the default settings for reservations Total Rental may or may not prompt for payment In the above example Total Rental does not require a deposit because No Deposit on Reservation has been selected from within General Sy
125. r right mouse click in this box to bring up the Lookup screen After the appropriate Lookup screen appears select the item to add as an accessory Confirm the addition of this item as part of the accessories kit Qty Clicking in this box will allow the quantity to be changed Select the appropriate quantity Note User entered information that is relevant to the item Click Done to complete the entry Delete Done clicking on Delete will remove the highlighted item from the list Clicking Done will save the items and return to the previous menu a75 lt Kits Kits are groupings of rental items that can be rented separately but when rented together result in a discounted price Creating kits is a three step process which when created properly can save considerable time An example of a kit would be an air compressor that includes a hammer two bits and a hose Guidelines for Setting up Kits e All kit items called Kit Sub items must be valid rental or sales inventory items with pricing and rental times set e Each Kit Sub item will be assigned separate kit rates as well as standard rates e The Kit Master is a new separate rental item that will contain the Kit Sub items It is not an active rental item but serves as a place holder for the Kit Sub items e The Kit Master Rates are the sum of all Kit Sub Item rates for each rate type Minimum Daily 24 Hour Weekly 4 Week amp etc e The Kit Master Item does not p
126. rented on Saturday and returned Monday morning Usually used when the store is not open on Sunday Weekend 2 an amount in dollars for items rented on Friday and returned Monday morning Usually used for party or holiday rentals Weekend 3 an amount in dollars for items rented on Thursday and returned Monday morning Usually used for party or holiday rentals Grace Period an amount in minutes that applies to items rented beyond 24 hours The grace period is additional time the customer has to return the item before late charges apply Daily OTF A numeric value used to determine how much is charged on a rental item that is overdue The Daily rate divided by the Daily OTF will determine the overtime rate in dollars This rate applies to items returned late beyond a 24HR rental Weekly OTF A numeric value used to determine how much is charged on a rental item that is overdue The Weekly rate divided by the Weekly OTF will determine the overtime rate in dollars This rate applies to items returned late on a Weekly rental If Weekly Plus is enabled under System Options the weekly OTF will be ignored The system will consider each day late beyond the week as an additional Day 4 Week OTF A numeric value used to determine how much is charged on a rental item that is overdue The 4Week rate divided by the 4Weeks OTF will determine the overtime rate in dollars This rate applies to items returned late on a 4Weeks rental See al
127. rint on the rental contract but instead prints each individual item selected from the kit with the kit rate applied Kit Sub Item Group Item r Subrent r Operated r Kit Master r Kit Sub m Prior to creating an actual kit Kit Sub items must be identified To mark an item as a Kit Sub Item select an existing rental item from the Rental Item Maintenance screen On the Misc Tab place a check next to Kit Sub the Kit Rates tab becomes available When the Kit Rates tab is selected rates that appear here are automatically taken from the Rates tab The rates listed in the Kit Rates tab are independent of rates listed on the Rates tab Adjust the Kit Rates accordingly Remember all Kit Sub rates when totaled together must equal the Kit Master price Click Done when finished to make this item available as a kit sub Follow the above procedure to continue selecting Kit Sub items 276 KEREERO PRENER Ur perAANAR In the above example when the air chisel is selected as part of a kit the rates listed on the Kit Rates tab would apply Kit Rates can be changed at anytime but making a rate change to the kit sub item requires the kit master item to be updated as well Kit Master Item The Kit Master is a new rental item whose sole purpose is to pull the Kit Sub Items together onto a rental contract When creating a Kit Master follow the procedure for creating a new non serialized rental item Enter the Item Number and Description
128. rint options will just show or print the rates for all items in your rental database that you physically own display flagged as yes How to Add New Clerks From the Total Rental Main Menu select General System Settings Code Maintenance click on the tab labeled Clerk Now you are able to add new clerks modify old clerks and even delete clerks How to change your Tax Code From the Total Rental Main Menu select General System Settings Code Maintenance click on the tab labeled Tax Now you are able to add a new tax code modify an old tax code or even delete codes Day End Reports don t print when click on Process A common misconception is that during the Day End Process when placing a check V next to PRINTED Daily Transaction Report during the day end close out it will print out your Day End Reports No reports will print out you will need to print out the day end reports prior to system close out If End of Day Reports Pooling is enabled the following box is not selectable Print Preview Print Preview allows you to view the contract or invoice to the monitor screen and than by clicking on the printer icon allows you to print the invoice This is used in cases where you don t want a contract or invoice to print For example taking reservations over the phone and you don t want to keep a hard copy of that reservation To enable this place a check in the little check box prior to Processing the Contract or Reservation How
129. roceeding To enable Mandatory Meter Reading go to General System Settings General System Options Misc tab 112 Days E Units 1 Ayail F10 Time Due 14 09 Rate Amount Add Days Depending on the rate selected the number of days will automatically appear If 24 Hour Rate is selected up to six 6 days may be manually entered Units Enter the number of units requested For serialized rental items this number cannot be greater than 1 If this is a group item enter a value up to the amount owned Time Due The time due is automatically determined by the program Depending on the rate type chosen the system will automatically fill in the time due based on the number of hours the item will be out Rate Amount automatically filled in depending on the rate selected If Modify Rates is not enabled this field will be grayed out To enable Modify Rates go to General System Settings General System Options Misc tab Avail F10 The system will automatically check the availability of the item If the item is not available the system will warn of an overbooking condition Overbooking can be over ridden or a different item can be selected Add enters the rental item on the contract To add additional items to the contract follow the above steps until all items appear on the contract 113 Sales Tab The Sales tab is similar in function to the Rental tab Retail sales items and rental items fleet sales be
130. ry However party only stores may want to turn this off to save vertical space This example shows how it will look when it is switched on Item Number Description Quantity Rates MW AC 200 02 AR COMPRESSOR 200 CFM DIESEL 1 24H 100 0 100 00 Minimum 100 00 Day 100 00 24 Hours 400 00 1 Week 1200 00 4Wks Serial 0283082340238409283408234 AH HSE 00 AIR HOSE 50 34 CHICAGO AITINGS 1 24H 00 00 Minimum 5 00 Day 5 00 24Hours 20 00 1Week 60 00 4Wks AH 090 01 BREAKER 90L B AR 1 24H 45 00 30 00 Minimum 45 00 Day 45 00 24Hours 135 00 1 Week 405 00 4Wks Serial 0982424235 BR STP 00 BREAKER STEEL MSO 2 24H 5 00 00 Minimum 5 00 Day 5 00 24Hours 20 00 1Weck 60 00 4Wks GL MIS GLOVES LEATHER MISC 1 Delivery Instructions See Frank at gate Line between Each Item When checked places a horizontal dotted line between each item to ease readability If space is an issue leave this box unchecked 30 Company Name When this box is checked will print the company name on all generic rental contracts Stores that use customized rental contracts should uncheck this box Open vs Reservation A check in this box will force the system to print the words Open Contract on the top of every reservation This feature is normally unchecked but can prove useful when deliveries are set for the day before a rental or event and you do not want to reprint the document on that date For example an equipment rental company may make deliveries at
131. s 28 4 Week OT Factor 20 Calendar OT Factor 20 Weekend 1 Days 2 Time Due 8 00 Overnight Time Due 98 00 Weekend 2 Days 3 Time Due 8 00 EventNo OfDays 5 Weekend 3 Days 4 Time Due 8 00 Grace Period 15 Daily No Of Hours This sets the number of hours for the Same Day rental rate as well as determines maximum utilization for the 24 Hour rate This number is used to calculate utilization for all time periods Weekly No Of Days This determines the number days of possession allowed for a weeks rental 4 Week No Of Days This determines the number of days of possession allowed for a Monthly Rental 4 Weeks Weekend 1 Days This determines any number of full days of possession allowed for a rental Number of days is user definable Weekend 2 Days This determines any number of full days of possession allowed for a rental Number of days is user definable Weekend 3 Days This determines any number of full days of possession allowed for a rental Number of days is user definable Time Due The time an item needs to be returned in order for the given rate to apply before Overtime Charges are applied Daily OT Factor This determines what is charged when an item is returned late within any given day The OT Factor of 6 would constitute 1 6th of the daily rate For example using the daily rate divided by 6 will equal the overtime fee charged Weekly OT Factor This determines what is charged when an item is rented for
132. s option is available do not attempt to make any changes without consulting technical support 33 System Messages Miscellaneous Contract Print Defaults System Messages Cashdrawer Information Printer lt Contract Messages Statement Message Advertising Note Thank you for choosing MARKET LINE COMPUTERS We appreciate your business Hours Monday thru Friday 9 00 am to 5 00 pm Ask about our specials on summer projects for around the home Message KAEKAKAKAKAAAAKAKAAARARARAAAARE The above prices are an estimate The final amount will be calculated upon rental return Thank you Contract Messages Advertising Note This text box allows for a user definable message and will print on the contract if space allows Message This text box allows for a user definable message and will print on all open non pre billed contracts It will print in the lower right hand corner of the contract directly under the Totals area Statement Message cellaneous Contract Print Defaults System Messages Cashdrawer Information Prii Contract Messages Statement Message The statement message is three lines of text that is printed on monthly billing statements 34 Passwords To maintain the integrity of Total Rental password protection allows each section listed on this tab to require a password to gain entry Once a password is entered into the listed box an
133. so Monthly Plus Suggested Deposit sometimes considered a Security or Cleaning deposit it is added to the rental amount Default Rate displays the most common rental rate for this item when it appears on the Contract Reservation Entry screen This can be changed overridden when creating a contract Future Rates Weekend 2 an amount in dollars for items rented on Friday and returned Monday morning even though the store is open on Sunday Weekend 3 an amount in dollars for items rented on Thursday and returned Monday morning 60 Event an amount in dollars for an event such as a wedding or party No of Days the number of days that occur within Weekend1 Weekend2 Weekend3 and Event Time Due the time the item needs to be returned for the given rate to apply Overnight a rental taken a few hours before closing which will be returned by opening the next day for an Overnight Rate to apply 61 Miscellaneous Total Rental For Windows Date 01 25 2002 MARKET LINE COMPUTERS DEMOYERSION ADDING Rental Item Rental Item Maintenance Item Number 12345 Description RENTAL ITEM GENERIC SERIALIZED Rates Misc Sku Specifications Taxable On Rental a Taxable On Sale DWC s Utilization Hours 8 Group Item r Day Subrent Ba Month Operated Year 2698 Kit Master Life 13440 Kit Sub Minimum Plus gt Monthly Plus Include Sat amp Sun Meter Full Page Caution
134. stem Settings General system Options Billing Information This may be over ridden by entering an amount in Security Deposit Req If a deposit is required for all reservations uncheck No Deposit on Reservation in General System Settings General system Options Billing Information The system will determine the deposit required based on pre determined settings and prompt to collect the open amount 124 Convert Reservations Total Rental For Windows Date 06 16 2005 Market Line Computers CPPFFI CA TOTAL E Pulei Es Contract Reservation Entry General Customer Rental Sales Delivery Info Totals _Search with lt F10 gt F Zexch ey Saet HKA Customer Id Lastname Customer INFO Driver s License Phone Rental Iterv Reserv Open New Contract Sales Item Credit Memo Clerk ID Contract Functions Contract Type Reguler c Long Term Retail Sales Quote Quote Conversion Closing Date Out 06 16 2005 Cancellation Time Out 12533 Renewals Quote Functions NEW Quote Reseng POS Contract Total eee Adust Convert xr lt a ra e emn Reservations are converted to a contract when the reserved item is ready to be picked up or delivered From the Contract Reservation entry screen select Convert Reservation The Contract Lookup screen appears SEARCH by Customer Contract r items RESERVATIONS 528 Rosewa on SCOTT Searchable fields are selected at
135. stomer Contract Info D Delivery Info Customer Contract Info Delivery Info Rental Item Reservation Rental Item Reserv entakitemis D Rental Items E Reservations Reservations Missed Rentals Missed Rentals 184 Contract Screen Total Rental For Windows Date 02 13 2002 MARKET LINE COMPUTERS DEMOVERSION E 2 5 xt Contract Reservation Entry Contract 0 Invoices 0 General Customer Rental Sales Delivery Info Totals Search with lt F10 gt E l Inquires Secr iek Lastname Customer INFO Driver s License Phone Rental Item Reserv n e e Rate Type z Description MFG Item Sales Item Meter Reading 0 000 Days a Special Discount 0 00 Units 0 hyail F10 TimeDue 0 Rate Amount 0 00 Print Caution Notes Ca om Contract Total 0 00 ig lt m gt Tabs To switch between different available tabs such as i e Customer Totals either use the left mouse button to click on the appropriate tab use the Page Up Page Down keys to move forward or backwards through available tabs or mouse click on the appropriate Blue Arrow left right Cancel Contract Preview 4 Process 1 In certain areas actions can be performed by using the ALT Key and the appropriate underlined letter for example ALT C Cancel Contract ALT W Preview and ALT P Pr
136. t Barcode Manufacturer Cost Cost o o Price A B c On Hand Serial Number s Vendor Altemate Vendor i Altemate Vendor2 Reorder Point Quantity Taxable Total Cost 0 00 G L Account 2200 gt Location In Store Multi Store Location Add Another Done Click on the Add button in the Sales Item Maintenance screen brings up the Adding Sales Items screen Enter the Sales Item number Item Number The sales item format is usually decided before any sales items are entered Two formats are available and careful consideration should be given which format to use o Format 1 XX XXXXXXXXXX o Format 2 XXXXXXXXXXXXX Format 1 makes use of a hyphen after the first two digits In this instance the first two places represent the sales item department sand paper napkins dust mask etc The next 10 digits represent the actual item part number mechanics gloves sand paper grit 320 etc Format 2 removes the dashes so that two extra characters may be used This can be used towards expanding the Sales Item Department or Sales Item Number Description The description field accepts up to 40 characters It is recommended to use a simple naming convention beginning with a generic term and getting more descriptive An example would be GAS MIX 50 1 STIHL PINT 86 Manufacturer s Part Number enter the manufacturer s part number Barcode enter the sales item bar code or use a
137. t Adjustment from Contract Reservation Entry screen Select the contract from the Contract Lookup screen and proceed to the Rental tab Click on Convert to LT button on the Rental Tab After clicking on Convert to LT the system will prompt Convert this Regular Contract to a Long Term Select Yes to proceed Total Rental For Windows Convert This Regular Contract To A Long Term Yes No 131 After selecting Yes the following screen is presented Total Rental For Windows Holding On To Deposit OF 0 00 The system holds onto the deposit full deposit that was originally taken at contract opening The deposit will be held by the system until the Long Term contract is closed The above box will appear only if the switch Process Deposits at Renewals is disabled If Process Deposits at Renewals is enabled the system will apply the security deposit taken at opening towards the first month s rental The system will change the current rental term to long term Depending on the system parameters selected if Pre Bill Long Term contracts is enabled the system will prompt to collect payment post the balance to A R or allow the payment to be collected later Click Renew Contract to proceed The Enter Payment screen appears Click on Yes to enter payment on the Totals tab Total Rental For Windows Enter Payment Yes No If NO is selected the program prompts to send the balance to A R Microsoft Visual FoxPro
138. tatus General Ledger Distribution Report Summary Transaction Report Month End Closing Return to ACCOUNTS RECEIVABLE 150 Date 01 26 2007 MARKET LINE COMPUTERS DEMOVERSION ew ACCOUNTS RECEIVABLE MONTH EN Month amp Year End Closing Rental Items Sold Report JU Uieore ve Deletion Date Toraerises F End Of MONTH r End Of YEAR Process Cancel Month End Closing Exit Return to ACCOUNTS RECEIVABLE MARKET Errr an Cane OX vepigh INA Jachete Lomputurs Inc All ighis swsereed Place a check next to End of Month and click Process The system will go through the process of clearing out monthly totals MTD and posting those figures to year to date YTD 151 End of Year Similar to Month End End of Year closes the year to date totals and updates the Life Time to Date The year end can be tailored to your business s fiscal year end whether it closes on December 31 or some other time during the year To maintain fiscal integrity it is important that it occurs on the same date every year 1 2 3 Exit out of Total Rental on ALL other computers except the computer that will perform Day End Month End Year End functions Follow all Day End functions including printing all Day End reports Backup current data Some users update the Rental Training software prior to performing a Year End From the Main Menu
139. te 01 25 2007 MARKET LINE COMPUTERS DEMOVERSION Rental Item Receiving Item No 12345 00 RENTAL ITEM GENERIC GROUP BULK Editing Clerk Purchase Date 01 25 2002 EPE Cost 0 00 Manufacturer MigPartNol Cancel Onhand 50 Price 1 Manufacturer Price 2 Part Number GL Rental Book Value 0 GL Fleet 2300 00 Insured Value 0 00 GL Freight 2600 Item Number SKU number of the non serialized group item to be received This number and its associated description are auto populated when an item is initially entered into inventory Editing Clerk receiving clerk ID 67 Purchase Date date the item was purchased or received Quantity number of items purchased Cost price of an Individual item not total cost Manufacturer manufacturers name Manufacturer Part manufacturers model part number History displays the receiving history for this item 68 Specifications Grand Rental Station 400349 CATOTAL RENT Browse MODIFY Rental Item YTD Edit Rental Item Maintenance Item Number 50 053 Description CHIPPER SHREDDER 8 HP 2 1 2 Ratos Misc Sku Specifications Meter Caution Notes ITEM Specifications for 50 053 12 CAPACITY CHIPPER T STEE E gt SKU Spec g SKU specifications for 50 053 01 Item Spec gt SKU Spec Append Overwrite id strip Dented on right rear near throat opening Gas ta
140. tem Highlight the Kit Master Item in the Rental Item Maintenance screen Click on the Kits button Total Rental For Windows Date 01 75 2002 MARKET LINE COMPUTERS DEMOVERSION Brauen l value l l KIT Subs for Item Number AC 18K Enter Item Number Rontal Item Sales Item Fe RETOT s AH 090 01 BREAKER 90LB AIR AH RSE 00 AIR HOSE 50 3 4 CHICAGO FITTINGS BR STP 00 BREAKER STEEL MISC Related Items Rental Item Sales Item click on the radio button to select either Rental Item or Sales Item This selection brings up the appropriate Lookup screen 79 Selecting Rental Item will limit you to only items marked as Kit Sub Items If Sales Item is selected the entire Sales inventory is available Enter Item Number Press the F10 key or right mouse click in this box to bring up the Lookup screen After the appropriate Lookup screen appears select the item to add as a Kit Sub item Confirm the addition of this item as part of the kit Qty Clicking in this box will allow the quantity to be changed Select the appropriate quantity Delete Done clicking on Delete will remove the highlighted item from the list Clicking Done will save all kit sub items and return to the previous menu MARKET LINE COMPUTERS DEMOVERSION Contract Reservation Entry Contract 0 Invoices o KIT Subs For Item AC 18K a Fey
141. ter the amount of labor to credit the customer Finance Charge enter the amount of finance charge to credit the customer 159 Invoice Number automatically generated by the software when the credit has been applied Tax Credits STANDARD TAX CODE Dmg Wyr 0 00 Rental 0 00 Fuel 2 00 Retail 0 00 Delivery 0 00 Fie o oo Labor 0 00 Ss se 0 00 GST 0 00 Tax Credit select the appropriate tax code to apply to this credit towards Only fields that have been configured as taxable are available to issue credits all other items will be grayed out Reference user entered information Credit Note user entered information Total Credit total amount of credit that will be credited to customer Post to AR placing a check here will apply credit towards Accounts Receivable Payment Type select the type of payment for this credit 160 Miscellaneous Billing Carrying Over Balances from a prior system Typically used to forward balances from a previous rental system to Total Rental Entering balances in this manner will be tracked under a separate General Ledger number Speak to your accountant or financial advisor for additional information prior to using this option From the main menu select Accounts Receivable Miscellaneous Billing Miscellaneous Billing Editing Clerk Customer Id D Contract o Invoice 0 Invoice Date 01 25 2002 Invoice Amount 0 00 Tax Code p T
142. termines the most common price that will be used when selling your rental items Each item can store up to two prices for resale Normally Price 1 is used for setting the retail sales price of a new unit and Price 2 for the sale price of a used unit Contract Type The Contract Type field selects the most common type of rental contract for your business The vast majority of the time the Regular type is the best Regular is any contract that will be less than 28 days Long Term is any contract that will be more than 28 days Retail Sales is used for selling items Quote is for quoting rental and sales items Quote Conversion is for converting a quote into a contract 15 NOTE Regular contracts can be converted into Long Term contracts Minimum Plus Weekly Plus Monthly Plus Modify Rates Include Sat amp Sun Special Item Discount Enter Meter During Rsv Taxable On Rental Taxable On Sale Rental Pictures OFF Damage Waiver MicroMeter Default To 0 F Flat Rate I Mandatory Meter Reading I is Done Cancel EXIT E lt C lt Tet dt dod lt lt Minimum Plus This forces the system to calculate a rental charge that is always more than the minimum charge This switch should always be checked Weekly Plus Future option This switch will determine if the system will use the Weekly OT Factor or simply start the rate over after the week has elapsed For example with this switch checked the 8 day
143. the top of the screen by Customer name Contract number or Item number Select one and enter the search parameter at the bottom of the screen Locate and highlight the reservation to be converted Click Done or double left click with the mouse Press Yes when Convert this Reservation to a Contract screen appears The Contract Reservation entry screen appears Enter the Clerk ID and press Enter to alter Date Out When converting a reservation a day early the system provides the flexibility to choose today s date or the reservation date Press F3 to switch between today s date or the reserved date Press Enter to alter Time Out Date out UAA F3 Actual Date 125 Time Out 9 00 F3 Actual Time Time Out can also switch between current time and the time of the reservation Press F3 to switch between the Actual Time or Reserve time Press Enter to proceed Adjustments to the rental or retail sales items can be performed at this time Once completed process the contract as usual 126 Fleet Sale Total S Date 01 25 2002 MARKET LINE COMPUTERS DEMOVERSION Pmj xi Contract Reservation Entry Invoice 0 General Customer Rental Sales Delivery Info Totals Search with lt F10 gt F Search By Sortname o Inquires Customer Id Lastname Customer INFO Driver s License Phone Rental Item Reserv F FLEET SALE Sales Item Item Number Li Guan E Description MFG Item
144. tity enter the quantity requested Price the price is automatically entered If there are multiple prices Price A B C and Sales Price Level is enabled available prices will appear Choose the appropriate price or manually enter a price Amount automatically calculated by the system depending on the number of items purchased Add enters sales item to contract To add additional items follow the above steps 116 Customer Tab There are several ways to enter customer information in Total Rental Quick Add is the fastest method and requires only the most pertinent information to complete a rental or sales contract The standard Customer Add method provides for additional information and usually involves more time The optional driver s license scanner can reduce time and mistakes since this method reads information from a driver s license and automatically fills the required fields in Total Rental An image of the driver s license is also associated to the customer s account Total Rental For Windows Date 01 26 2002 Contract Reservation Entry Contract f Customer Rental General __ Search with lt F10 gt Customer Id net Driver s License lt F12 gt Quick Add Customer ID o Lastname e Firstname Driver s License Address 1 a Address 2 C State Zip Phore Job Location SSS P O Number MARKET LINE COMPUTERS DEMOVERSION Lastname ME 0 Invoices o Sales Delivery In
145. tomer Numbering M Next Customer 5004 System Date 01 25 2002 MLC Update Code Store Opening Time When set displays open time of store Currently this feature is not used Store Closing Time When set this feature is used to calculate when items are due back based on the Minimum or Same Day rates For example an item is rented for four hours starting at 3 00 pm 15 00 and the store closing time is set to 5 00 pm 17 00 the system will terminate the rental at 5 00 pm Automatic Customer Numbering If this is checked the system will automatically number new customers starting from a preset number If left unchecked the clerk would assign a customer number to all new customers It is recommended to leave this checked and have the system automatically number new customers Customer account number can be altered at a later time See Next Customer Next Customer This displays the next customer number After selecting Automatic Customer Numbering this field is enabled to enter the beginning customer number after which this number should not be changed manually This number will increment by one every time a new customer name is entered 28 System Date Initially set to the date prior to the go live date to allow the entry of beginning balances Once the Total Rental is live the date is updated automatically after an End of Day has been processed MLC Update Code Reserved for MLC Technical Support Norma
146. ts Invoice Printer The selected printer will be used to print closed contracts retail invoices as well as invoice reprints Contract Printer The selected printer will be used to print contracts reservations adjustments and quotes Receipt Printer For use only when special receipt printers are used Cash Drawer For use with external parallel port cash drawers NOTES If only one printer is used for all functions it will be required to switch between pre printed and plain paper when printing contracts or reports 37 Auto Feed Printer I Windows Printer Setup Hide Printer Errors l Windows Control Panel Printer PROMPT I Use Receipt Printer I Copy Generic Driver Printer PROMPT This switch when checked will force a printer selection window to appear prior to printing You will be required to select a printer before any print jobs are spooled It is recommended that this remain unchecked as it may slow down normal contract processing functions Use Receipt Printer Used only if a separate receipt printer exist on the system Prior to purchasing a receipt printer please consult with technical support to confirm the device is supported by Total Rental NOTE The above switches are used for troubleshooting purposes Please consult technical support before attempting to change these settings 38 Language Translation Tables Language Translation Tables Choose Language English z Contract Found
147. tton Enter the new value and click Change A confirmation window will appear Type YES to confirm the changes Click OK The program returns to the Item Lookup screen 83 SALES ITEMS Section 3 Adding Sales Inventory From the Total Rental Main Menu select Sales Items Sales Item Maintenance Total Rental For Windows Date 01 25 2002 MARKET LINE COMPUTERS DEMOVERSION YTD Sales Item Maintenance t CLEANING CHARGE BLADE ABRASIVE 12 CONCRETE 1 ARBOR 3 S 12 METAL 1 ARBOR 3 PINT ES LEATHER MISC Add opens Adding Sales Item tab to allow entry of a new item in inventory Modify opens the Modify tab to allow changes to the highlighted item Search used in conjunction with the Search in box All fields listed are searchable i e Item Description Onhand Price A etc Print currently disabled Delete permanently removes the highlighted item from inventory history will remain in the database file Search In Enter the specific search request followed by Enter key to perform the search GoTo Field presents a drop down menu to select a field to jump to Exit Leaves this screen and returns to the main menu 85 Adding a New Sales Item Total Rental For Windows Date 01 25 2002 MARKET LINE COMPUTERS DEMOVERSION ADDING Sales item Sales Item Maintenance Item Number Description Mfg s Par
148. tttopr fee tenan ter ptawe ter reverse tec rr toe etre 152 End of Day Report POONG s cccscceseccnceedeecnccecereneredet eperesevencreseeeperedetepcreseeeneceder 154 ACCOUNTS RECEIVABLES caian ieoa a a eieaa ae 155 Edit Daily Deposits Removing Payment on an Open Contract 156 Edit Cash Receipts Removing Payments from a Closed Contract 158 Miscellaneous Credit Memo sss cccicten carol ecko cmasdleiasseolnua oncenidiericaieaaioacovets 159 Miscellaneous Billing scsc 2s2cesctescrescx daceesit aver esce ducreseccveredecceereseccyerdsecceezeseecuerenee 161 Cash Receipts by Customer Balance Forward eeeeeeeeeeeeeeeeeeeeeeeees 162 Cash Receipts by Invoice Number Specific Invoice 163 Zelo MONG a 5 ta waa st aa oa aa cng aes gaan ca a asa an T cei 165 Correcting an Overcharge on Rental Sales Items sseeeeeeeeeeeeeeees 167 Customer Monthly Statement ceeeceeeee cece eeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeees 169 APPEND X ereenn enean elm erate Oven Se SRE RRM GRRE SRR MONE InS 171 Navigating Around the Program eenen 172 FSM Tell STMT ES ao A AA een be cease cede us ste eca ces onSeucatanteacbeer cur stenevarstereeunsdenses 186 Frequently Asked Questions ccceceeeeeeeeeeeeeeeeeeeeeeeeeeeeaaeeeeeeeeeeeeeeesaaeeeeees 187 Section 1 PRE INSTALLATION GUIDE Thank you for purchasing Total Rental for Windows as your Rental Management Softwar
149. unt history for any invoices beyond 45 days and issue a warning To disable this function select N A from the drop down menu Damage Waiver This defines the Damage Waiver charged to customers A Damage Waiver of 10 is common among rental stores Setting the Damage Waiver to 0 00 will not charge a damage waiver History Months on File The system has the ability to store a maximum of 99 months of accounting history This deals primarily with payment history of invoices that were posted to Accounts Receivable The system will do a purge based on the number of months set 21 Last Month End This field is automatically updated to show the last time an End of Month has been performed in the system Last Year End This field is automatically updated to show the last time an End of Year has been performed in the system Charge Finance Charges on Existing Finance Charges Setting this switch will allow for compound interest finance charges applied to late finance charges Consult an accounting professional or appropriate local authority for additional information M Prebil All Contracts w Prebil Long Term Contracts Calculate Discount At Opening T Open Contracts Apply Payments To Security Deposits First M Alov Posting of Credits To A R For Cash Accounts Allow Access To R Terms NO Deposit On Reservations NO Deposit On Resyv Conversion Process Deposits At Renewals O n Oa i Selective Pay On Return Prebill
150. voltage regulation AVR for every computer running Total Rental Network Networks must be installed by qualified network specialists using 100 MB Network Interface Cards or faster with CAT 5 cable and a 100 MB Hub or Switch Recommended Giga bit Ethernet network with associated hardware Notes 1 Database programs by design will use as much memory as is available The amount of RAM within a computer is one of the factors that determine how quickly the software and system respond It is strongly recommended on those systems where Total Rental will reside to install as much memory as possible 2 Some computer systems come with shared memory This means the video sub system uses main memory see above to supplement video memory Since this can have an adverse effect on system performance it is recommended if shared memory is used to upgrade to a video card with more memory or substantially increase system memory to accommodate this issue 3 While Dot Matrix printers will work with Total Rental alignment difficulty noise slowness and cost of forms makes laser printers much more desirable Most laser printers can print two pages in the amount of time it takes to print multi part dot matrix forms Maintenance and reliability are much better with laser printers as well 10 Technical Notes amp Installation Guidelines Printer Notes Printers should be installed using the latest drivers from the manufacturer Pri
151. w Access to Territory Code Allows the clerk to select a territory for each contract Most companies do not check this box as territories tend not to fluctuate However if the customer moves from one job site to another this could be useful Retail Printer Choice When checked will prompt between printing to a contract printer or receipt printer 26 Renewal Credit Message This feature allows control of the credit message that prints on long term contract renewals With this checked the system will print aging information on the long term renewal contract Information will be formatted as it is on the monthly billing statement i e over 30 over 60 over 90 over 120 days etc Auto Phone Area Codes When this box is checked the system will remember the area code associated with each zip code When adding new customers entering the zip code will auto fill the associated area code This feature will remember area codes entered for each zip code and display them whenever that zip code is entered again Print Cash Receipts If this box is checked the system will print out a payment receipt when collecting payments on accounts via Cash Receipts Enable Entry of Authorized Renters If this box is checked the system will allow manual entry of authorized renters When unchecked the names must be chosen from the list of authorized renters This works in conjunction with Require Authorized Renter switch found under Code Maintenance on the

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