Entering a Rental Reservation - Status Card
This page describes the fields on the 'Status' card in the Rental Reservation window. Please follow the links below for descriptions of the other cards:
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- Last Charge Date
- The Last Charge Date will be updated whenever you add a rental charge for the Rental Reservation to the governing Agreement. You can do this by opening the Agreement and selecting 'Rental Charges' from the Create menu (Windows/macOS) or + menu (iOS/Android) or by running the 'Charge Reservations' Maintenance function. You can open the governing Agreement from a Rental Reservation by selecting 'Open Agreement' from the Operations or Tools menu.
- The Last Charge Date serves two purposes:
- It provides a reminder of the date when you last added a rental charge for the Rental Reservation to the governing Agreement.
- Whenever you add a rental charge for the Rental Reservation to the governing Agreement, this date prevents the adding again of charges from previous dates that have already been charged.
- You should usually not modify this field.
- Last Invoice Date
- The Last Invoice Date will be updated to the current date whenever you create an Invoice for rental charges for the Rental Reservation. You can do this by opening the Agreement and selecting 'Invoice' from the Create menu (Windows/macOS) or + menu (iOS/Android) or by running the 'Invoice Agreements' Maintenance function.
- Items Out
- The Items Out quantity is the number of units of the Item specified in the header that you have despatched to the Customer. This figure will be updated automatically when you save a connected Items Out record that you have marked as Sent (the Status in the header will also be changed to the Delivered Status specified in the Rental Settings setting).
- If the Reservation is to be charged on a daily or monthly basis, you will not be able to add rental charges to the governing Agreement while this field is empty (i.e. until you have despatched any Items to the Customer). After a figure has been copied to this field, many fields in the Reservation will become read-only.
- When you create an Items Out record from a Rental Reservation, the Quantity in the header will be copied to the corresponding row in the Items Out record as a default. If you do not despatch the full quantity (i.e. if the Out quantity in a Reservation row is less than the Quantity), the remaining quantity will be offered as a default in a subsequent Items Out record.
- Items In
- The Items In quantity is the number of units of the Item specified in the header that you have received back from the Customer. This figure will be updated automatically when you save a connected Items In record that you have marked as Accepted.
- When you have received every Item back from the Customer i.e. when the Items Out and Items In quantities match and are the same as the Quantity in the header, the Status in the header will be changed to the Returned Status specified in the Rental Settings setting. The Rental Reservation will also be marked as Done provided any Items listed on the 'Accessories' card with a Type of "For Rent" have also been received back in full.
- If the Rental Reservation is to be charged on a fixed price basis you will not be able to add rental charges to the governing Agreement while this field is empty (i.e. until you have received any Items back from the Customer).
- When you create an Items In record from a Rental Reservation, the Items Out quantity (above) will be copied to the corresponding row in the Items In record as a default. If you do not receive the full quantity (i.e. if the In quantity in a Reservation row is less than the Items Out quantity), the remaining quantity will be offered as a default in a subsequent Items In record.
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The Rental Reservation register in Standard ERP:
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