Entering a Rental Reservation - Dates Card
This page describes the fields on the 'Dates' card in the Rental Reservation window. Please follow the links below for descriptions of the other cards:
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- Start Date, End Date
- Paste Special
Choose date
- Use these fields to specify the Reservation period i.e. the period when the Customer will be renting the Item and Serial Number specified in the header. The charging of the Reservation will be based on this period, not the period in the governing Agreement.
- The Start and End Dates in the originating Agreement will be offered as defaults (unless the Start Date in the Agreement is in the past, in which case the current date will be offered as the default Start Date).
- The Start Date here cannot be earlier than the Start Date in the originating Agreement or later than the End Date if there is one.
- The End Date here cannot be later than the End Date in the originating Agreement if there is one.
- You will not be able to change the Start Date after you have delivered the Item to the Customer (i.e. after you have created an Items Out record from the Reservation, marked that Items Out record as Sent and saved it). If the date of delivery (i.e. the Trans. Date in the Items In record) is not the same as the Start Date and you are using the Set Start Date from Items Out option in the Rental Settings setting, that date will be copied back to the Start Date field.
- Similarly, you will not be able to change the End Date after you have received the Item back from the Customer (i.e. after you have created an Items In record from the Reservation, marked that Items In record as Accepted and saved it). If the date if receipt (i.e. the Trans. Date in that record) is not the same as the End Date you are using the Set End Date from Items In option in the Rental Settings setting, that date will be copied back to the End Date field (even if this is after the End Date in the Agreement).
- Updating the Start and End Dates from the Items Out and Items In records allows the actual rental period to be charged for. If you do not want to charge for the full rental period, you can use the Charge From and Charge Until fields on the 'Periodic Charges' card.
- If you need to see a list of overdue Reservations (Reservations in which the End Date is in the past but where the Rental Item has not yet been returned), produce an Uncollected Off-Hire report.
- Location
- Paste Special
Locations setting, Stock module
- Specify the Location from where the Item to be rented will be taken.
- In a Rental Reservation created from an Agreement, the Location will be copied from that Agreement. If you have not specified a Location in the Agreement, or if you added the Rental Reservation directly to the Rental Reservation register, a Location will be brought in from the relevant Rental Item when you specify a Serial Number in the header.
- Tags/Objects
- Paste Special
Tag/Object register, Nominal Ledger/System module
- Default taken from Rental Item
- You can assign up to 20 Tags/Objects to each Rental Reservation, separated by commas. You might define separate Tags/Objects to represent different departments, cost centres or product types. This provides a flexible method of analysis that can be used in Nominal Ledger reports.
- The Tags/Objects specified here will be copied to the Tags/Objects field in the Invoice row carrying the rental charge for the Item.
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The Rental Reservation register in Standard ERP:
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