Defining customer rental contracts

Define a rental contract for a customer to record the rental of equipment for short periods of time, and the charges based on usage fees for a period of time (hours, days, and weeks) and/or for the usage measured in a specific unit of measures ( miles, kilometers, and engine hours). The contract can also include fixed charges such as fuel charge or a repair charge to handle any damage that occurs during the rental period.

To create customer rental contracts:

  1. Open the Customer Rentals form.
  2. Click New Record.
  3. Organization—Enter the organization for which the customer rental contract is created, if you use multi-organization security.
  4. Customer Rental—Enter a unique code identifying the customer rental, and then a description of the customer rental in the adjacent field. The system assigns a customer rental number after you save the record.
  5. Status—Select a status for the customer rental. Select one of the following statuses:
    • Unfinished—The customer contract is editable and has not been approved.
      Note: When status is Unfinished, all the fields are editable except the following:
      • Customer Rental
      • Organization
      • Created By
      • Date Created
      • Completed
    • Issued—Status must be changed to Issued when the rental equipment is issued to the customer.
    • Returned—Status must be changed from Issued to Returned when the customer returns the rental equipment.
    • Completed—Status must be changed from Returned to Completed when the rental contract is completed.
      Note: System automatically updates the status from Completed to Finished based on the Rental Completed date and CCFIDAYS install parameter defined on Options tab of Organization
    • Cancelled—Select if the contract no longer impacts customer rentals.
  6. Rental Type—Enter the rental type for the customer rental.
    Note:  If the user selects Loaner option, Received Equipment is enabled. If the user selects Pool, Received Equipment is protected.
  7. Equipment—Enter the equipment for which the customer rental is applicable.
  8. Received Equipment—Enter details of the equipment received.
    Note:  The equipment selected for the Rental Type is the equipment being loaned while the received equipment is under repair. This field is enabled only when the Rental Type is set to Loaner.
  9. Rental Template—Enter the template to apply to the customer rental contract. The system automatically populates Rental Template Org., Class, and Class Org.
  10. Class—Enter the class of the customer rental.
  11. Issue To—Enter customer receiving the equipment for the rental.
  12. Customer—Enter the unique code identifying the customer.
  13. Customer Contact—Enter the customer contact name.
  14. Enter the customer Work Phone Number and Email Address.
  15. Email Invoice—Select to e-mail the customer rental invoice to the customer.
  16. Enter the Driver's License No., Cost Code, and Tax Code.
  17. Enter Issue Date/Time, Issue Location, Issue Reading, and Issue Fuel Level details of the rental equipment.
  18. Enter Return Date/Time, Return Location, Return Reading, and Return Fuel Level details of the rental equipment.
  19. Enter Corrected Hours, Corrected Days, Corrected Usage, and Corrected Fuel Usage, if the calculated values must be overwritten.
    Note:  The system populates the values for the invoicing details such as Calculated Hours, Calculated Fuel Usage, Net Amount, Tax Amount, andGross Amount.
  20. Click Save Record. The system generates the Customer Rental number.
    Note:  The system also populates all charge definitions linked to the Rental Template.

    To generate an invoice, right-click on the screen, and then select Generate Invoice.