Generate Items Out
This page describes the 'Generate Items Out' Maintenance function in the Rental module.
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After creating an Agreement, the next steps are to create a connected Rental Reservation to book a Rental Item for the Customer and then to create an Items Out record. The Items Out record signifies that the Customer has taken possession of the Item in the Reservation. When you mark the Items Out record as Sent and save, rental stock levels will be updated and, if the Rental Reservation is to be charged on a daily or monthly basis, you will be able to start adding rental charges to the Agreement.
You can create Items Out records using the following methods:
- You can create an Items Out record from a Rental Reservation. This method will create a single Items Out record for the Rental Items rented to a Customer through a particular Rental Reservation and is described here.
- You can create Items Out records from an Agreement. This method allows you to create Items Out records for the Rental Items rented to a Customer through all the Rental Reservations connected to a particular Agreement and is described here.
- You can use the 'Generate Items Out' Maintenance function in the Rental module to create Collection records for the Rental Items rented to Customers through several Agreements. Typically you might use it to create Items Out records for the Rental Items that are due to be issued to Customers on a particular day. This function will create separate Items Out records for each qualifying Rental Reservation and is described on this page.
Selecting the 'Generate Items Out' function brings up the following dialogue box:
- Period
- Paste Special
Reporting Periods setting, System module
- Items Out records will be created from Rental Reservations that are due to begin within the period that you specify here (i.e. from Reservations with Start Dates that fall within this period).
- Agreements
- Paste Special
Agreement register, Rental module
- Range Reporting Numeric
- If you need to create Items Out records from the Rental Reservations that are connected to a particular Agreement, enter the Agreement Number of that Agreement here. You can also enter a range of Agreement Numbers separated by a colon (:).
- An Items Out record will not be created from a Rental Reservation if its governing Agreement has not been marked as OK or if its Status is not Active. Items Out records will also not be created for Customers that have been marked as being On Hold or from Agreements that do not have any connected Reservations.
- Days Before Start Date
- Paste Special
Choose date
- By default, the Transaction Date in each Items Out record created by the function will be the Start Date in the originating Rental Reservation. If you need the Items Out Transaction Date to be a number of days earlier than the Reservation Start Date, enter that number of days here.
When you press the [Run] button, the appropriate Items Out records will be created and saved in the Items Out register in the Internal Stock module. The next step is to mark the new Items Out records as Sent as the Customers take possession of the Rental Items. On saving, the Rental Items in each Items Out record will be removed from rental stock and the originating Rental Reservation will be updated to show that the Rental Items have left rental stock. If the Reservation is to be charged on a
daily or monthly basis, you will be able to add
rental charges to the governing Agreement.
Please refer here for more details about Items Out records.
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