Generate Collections
This page describes the 'Generate Collections' Maintenance function in the Rental module.
---
When a Rental Reservation comes to an end, the Customer can return the Items that they have on rental to you, or you can go to the Customer's premises and collect the Items. As the End Date approaches, you can create a Collection record from the Agreement or from the Rental Reservation to act as a scheduling device to help you plan the collecting of Items, and you can also print Collection documents and send them to the Customer as a notification and a reminder of the Items that they need to return. From a Collection record, you can register fees for the Collection as necessary and charge them to the Agreement.
You can create Collection records using the following methods:
- You can create a Collection record from a Rental Reservation. This method will create a single Collection record for the Rental Items rented to a Customer through a particular Rental Reservation and is described here.
- You can create Collection records from an Agreement. This method allows you to create Collection 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 Collections' 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 Collection records for the Rental Items that Customers are due to return on a particular day. This function will create separate Collection records for each qualifying Rental Reservation and is described on this page.
Selecting the 'Generate Collections' function brings up the following dialogue box:
- Period
- Paste Special
Reporting Periods setting, System module
- Collection records will be created from Rental Reservations that are due to end within the period that you specify here (i.e. from Reservations with End Dates that fall within this period).
- Collection records will not be created from Rental Reservations that do not have End Dates.
- Agreements
- Paste Special
Agreement register, Rental module
- Range Reporting Numeric
- If you need to create Collection 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 (:).
- A Collection record will not be created from a Rental Reservation if its governing Agreement has not been marked as OK or if its Status is Finished.
- Days Before End Date
- Paste Special
Choose date
- By default, the Transaction Date in each Collection record created by the function will be the End Date in the originating Rental Reservation. If you need the Collection Transaction Date to be a number of days earlier than the Reservation End Date, enter that number of days here.
When you press the [Run] button, the appropriate Collection records will be created and saved in the Collection register. Please refer
here for more details about Collection records.
---
Go back to:
