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Entering an Items Out Record - Items Card

This page describes the fields on the 'Items' card in the Items Out window. Please follow the links below for descriptions of the other cards:
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Use the matrix on the 'Items' card to list the Rental Items and accessories that you will supply to the Customer as part of the Rental Agreement.

If the Item and Serial Number specified in the header of the originating Rental Reservation refer to a Rental Item in which you have not selected the Recipe List option, this Item will be listed first in the Items Out record. This will be followed by any Items and accessories that you have listed on the 'Accessories' card in the originating Rental Reservation.

If the Item specified in the header of the originating Rental Reservation refers to a Rental Item in which you have selected the Recipe List option, the Item will usually be a Structured Item that will not be copied to the Items Out record. Only the Items and accessories listed on the 'Accessories' card in the originating Rental Reservation will be listed in the Items Out record.

You can change the quantity in any row in the Items Out record as appropriate, but not to a quantity that is greater than was specified in the originating Rental Reservation. You can add rows to an Items Out record, but note that you will not be able to add charges for such additional rows to the governing Agreement. If you reduce the quantity in the Items Out record, you will be able to create a second Items Out record for the remaining quantity.

If you create an Items Out record from an Agreement (by opening the Agreement and selecting 'Items Out' from the Create menu (Windows/macOS) or + menu (iOS/Android)), the Items Out record may include Rental Items from more than one Rental Reservation. This function will create a separate Items Out record for each Customer/Delivery Address/Location combination used in the Rental Reservations that are connected to the Agreement, while grouping together Rental Reservations with the same Customer/Delivery Address/Location in one Items Out record. Depending on the options that you choose, separate Items Out records can be created for each Start Date i.e. for each Start Date/Customer/Delivery Address/Location combination.

Item
The Item Number of the Rental Item being passed to the Customer.

Qty
The number of units of the Item being passed to the Customer. This quantity must be 1 if the Item is Serial Numbered at the unit level.

Serial No.
The Serial Number of the Rental Item being passed to the Customer.

Description
The Description of the Rental Item, in the Language specified in the Items Out record.

Reservation, Row
Each row in an Items Out record will have been created from a Rental Reservation, as follows:

  1. If the Item and Serial Number specified in the header of the originating Rental Reservation refer to a Rental Item in which you have not selected the Recipe List option (i.e. if this is the main Item being rented out), this Item will be included in the Items Out record.

    If you have selected the Recipe List option in the relevant Rental Item (i.e. the Rental Item represents a package), the Item specified in the header of the originating Rental Reservation will not be included in the Items Out record.

  2. Whether or not you have selected the Recipe List option, any Items and accessories that you have listed on the 'Accessories' card in the originating Rental Reservation will also be included in the Items Out record.

These fields will display the Reservation Number of the originating Rental Reservation and the (row number - 1) in that Reservation that caused the row to be added to the Items Out record. For example, the Row field will contain "0" when referring to row 1 in the originating Reservation, "1" when referring to row 2 in the Reservation, and so on. In the case of point 1 above (Rental Item taken from the Reservation header), the Row field will be empty.

Purch. Value
If both the Item and Serial No. fields are filled in, this field will show the Purchase Value in the corresponding Rental Item record. If the Serial No. field is not filled in, this field will show the Cost Price in the corresponding Item record.

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Tot. Qty
This field records the total number of units in the Items Out record (i.e. the sum of the quantities in the rows). It is updated automatically.
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The Items Out register in Standard ERP:

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