Rms

Rental Control Management System
Inventory and Accounts Receivable Accounting Application
Offshore IT Solutions 2325 Hickock Court Santa Rosa, California 95403

(707) 544-4778
Copyrights
Copyright 2005, Offshore IT Solutions. All Rights Reserved. Portions of RCMS and its documentation contain copyrighted material belonging to ACCPAC Corporation. Copyright 2005, ACCPAC Corporation. All Rights Reserved. RCMS is a registered trademark and OffShore IT Solutions is a trademark of Offshore IT Solutions ACCPAC is a registered trademark and ACCPAC Professional Series is a trademark of ACCPAC Corporation. All other brand and product names are trademarks of their respective owners.
Trademarks
Notices
You should have the original RCMS CD, your License Agreement, and your original invoice in possession at all times when RCMS is in use. OffShore IT Solutions vigorously protects its copyrights and trademarks. Infringement of OffShore IT Solutions's rights may create liability to participating parties for OffShore IT Solutions's damages, disgorgement of profits made from any unauthorized use, and costs and attorneys' fees related to the prosecution of any action necessary to preserve or protect OffShore IT Solutions's rights. Title 17 of the United States Code (Section 504c) provides that in the case of willful infringements, a court may award up to $50,000 in statutory damages for each infringement. OffShore IT Solutions makes no representations or warranties with respect to the merchantability or fitness of RCMS and its documentation for any particular purpose. OffShore IT Solutions reserves the right to revise this publication and program at any time without obligation to notify any person or organization of such revision.
2 Rental Control Management System
Table of Contents
1 Overview ..................................................................................................................... 7
1.1 1.2 1.3 1.4 1.5 1.6 1.7 1.8 2.1 2.2 2.3 2.4 2.5 2.6 2.7 2.8 2.9 2.10 2.11 2.12 2.13 2.14 2.15 2.16 2.17 2.18 2.19 2.20 2.21 3.1 3.2 3.3 Program Features ................................................................................... 10 Using This Manual ................................................................................. 15 Hardware ................................................................................................ 16 Planning a Successful Implementation of RCMS .................................. 19 Moving Within the Program .................................................................. 25 Setting Up RCMS .................................................................................. 49 Working with RCMS ............................................................................. 57 Using the Sample Data ........................................................................... 62 Planning the RCMS Setup ..................................................................... 66 Starting RCMS ....................................................................................... 69 Adding Company Set-up Information .................................................... 71 Rental Rate Grid .................................................................................. 113 Adding Tax Districts ............................................................................ 116 Adding Customers ................................................................................ 120 Adding Ship-To Address Information ................................................. 144 Adding Requester Information ............................................................. 147 Adding Tax Certificate Information ..................................................... 149 Adding Groups ..................................................................................... 151 Adding Manufacturers ......................................................................... 166 Adding Vendors ................................................................................... 168 Adding Locations ................................................................................. 177 Adding Master Items ............................................................................ 178 Adding Asset Items .............................................................................. 214 Adding Packages .................................................................................. 229 Adding Kits .......................................................................................... 252 Adding Leasing Companies ................................................................. 257 Setting Up System Comments ............................................................. 263 Entering Open Contracts and Beginning Balances .............................. 265 Linking to General Ledger ................................................................... 269 Working with Quotes, Reservations, and Contracts ............................ 272 Entering Rental Quotes ........................................................................ 280 Entering Sales/Lease Quotes ................................................................ 333
2 Setting Up RCMS ...................................................................................................... 65
3 Working with RCMS ................................................................................................ 271
3.4 3.5 3.6 3.7 3.8 3.9 3.10 3.11 3.12 3.13 3.14 3.15 3.16 3.17 3.18 3.19 3.20 3.21 3.22 3.23 3.24 3.25 3.26
Entering Rental Reservations ............................................................... 368 Entering Sales/Lease Reservations ...................................................... 386 Entering Rental Contracts .................................................................... 390 Entering Sale/Lease Contracts ............................................................. 430 Processing Credit Applications ............................................................ 456 Converting Quotes, Reservations, and Contracts ................................. 463 Processing Work Orders ...................................................................... 471 Generating Billings .............................................................................. 491 Entering Manual Invoices .................................................................... 493 Entering Credit Memos ........................................................................ 508 Entering Cash Receipts ........................................................................ 518 Point of Sale - Cash Drawer ................................................................. 524 Applying Credits .................................................................................. 527 Posting Finance Charges ...................................................................... 530 Calculating Depreciation ...................................................................... 532 In Service Status .................................................................................. 538 Printing Contracts and Quotes ............................................................. 542 Printing Invoices and Statements ......................................................... 544 Closing the Period or Year ................................................................... 552 Using the Utilities Submenu ................................................................ 553 Using the System Menu ....................................................................... 556 Using the Message Center .................................................................... 559 Leaving the Program ............................................................................ 559
4 Getting Information from the Program 563

4.1 4.2 4.3 4.4 4.5 4.6 4.7 4.8 4.9 4.10 4.11 4.12 4.13 4.14 Customer Inquiries ............................................................................... 564 Vendor Inquiries ................................................................................... 567 Inventory Inquiries ............................................................................... 569 The Print Menu .................................................................................... 580 Transaction Reports ............................................................................. 581 Inventory Master Reports ..................................................................... 599 Inventory Asset Reports ....................................................................... 615 Subrent Inventory Reports ................................................................... 628 Resale Inventory Reports ..................................................................... 636 General Inventory Reports ................................................................... 641 File Listings .......................................................................................... 645 Work Orders ......................................................................................... 653 The Business Status Report .................................................................. 660 Property Tax Report ............................................................................. 671
4.15 Labels ................................................................................................... 672 4.16 Bar Code Labels .................................................................................. 678 4.17 Mail Merge ........................................................................................... 682
5 Linking to General Ledger 685

5.1 5.2 5.3 5.4 5.5 Understanding Linking ......................................................................... Setting up the Link .............................................................................. Adding and Changing Linking Codes .................................................. Multiple Site Inventory Transfer .......................................................... Releasing Transactions to General Ledger .......................................... 686 690 693 696 701
Index ............................................................................................ i
Numerics .................................................................................................... i A................................................................................................................. i B ................................................................................................................. i C ................................................................................................................ ii D.............................................................................................................. iii E .............................................................................................................. iii F............................................................................................................... iii G............................................................................................................... iv H............................................................................................................... iv I ................................................................................................................ iv K............................................................................................................... iv L ................................................................................................................ v M ............................................................................................................... v N................................................................................................................ v O............................................................................................................... vi P................................................................................................................ vi Q............................................................................................................... vi R ............................................................................................................... vi S............................................................................................................. viii T ............................................................................................................... ix U............................................................................................................... ix V............................................................................................................... ix W ............................................................................................................... x Y................................................................................................................ x
Overview
1.1 1.2 1.3 1.4 1.5 1.6 1.7 1.8 Program Features Using This Manual Hardware Planning a Successful Implementation of RCMS Moving Within the Program Setting Up RCMS Working with RCMS Using the Sample Data
What is RCMS?
Rental Control Management System (RCMS) is a complete quoting, billing, accounts receivable, and inventory system that automatically keeps track of your customers, contracts, inventory balances, and details. RCMS creates and prints rental/lease/sales quotes, contracts, invoices, credit memos, and statements. RCMS also provides a wide variety of reports that put you in complete control of every aspect of your company.
How Does RCMS Work?

You begin by entering information about your rental companys customers and inventory items. Afterward you enter new and existing quotes, reservations, or contracts and generate invoices for items that you rent, lease, or sell. You also can create statements for your customers that include all open invoices, credit balances, and finance charges.
Using RCMS Documentation

A full RCMS installations documentation consists of six books: RCMS Manual, System Manager Manual, Purchase Order Manual (optional), Accounts Payable Manual (optional), and the General Ledger Manual (optional), and this RCMS Documentation Addendum (your installation may not include any or all of the following optional, modules: Accounts Payable, General Ledger, or Purchase Orders). It is a good idea to familiarize yourself with RCMS by referring to these books when necessary; but, in any event, be certain to read the RCMS Setup Checklist section in Chapter 2. It must be followed in the exact order of presentation because many of the items presented there require completion of a previous step. Skipping steps will result in extra work! It is also important to remember that you should not link RCMS to your General Ledger (if installed) until you have your link codes set up and fully tested in RCMS.
1.1 Program Features

IMPORTANT: Read the RCMS Setup Checklist section in Chapter 2. Do not link RCMS to General Ledger until link codes are input and fully tested.
Does RCMS Work with Other Applications?

Rental Control Management System works with ACCPAC Professional Series General Ledger, Accounts Payable, and Purchase Orders. You also can start other applications from within RCMS. Because Offshore IT Solutions has modified Accounts Payable and Purchase Orders to work with RCMS, the stock ACCPAC modules will not work with RCMS.
General Ledger
Linking ACCPAC General Ledger with RCMS provides an accurate accounting at each step in the rental, leasing, or sales. Your Rental Control Management System transactions generate postings that affect your general ledger receivables, cash, sales revenue, and cost of goods accounts.
Purchase Orders and Accounts Payable
When used with Rental Control Management System, ACCPAC Purchase Orders and ACCPAC Accounts Payable share the same inventory file. RCMS inventory totals update with information from current purchases and receipts an purchase orders use RCMS inventory item default values.

High Performance Application: RCMS features open architecture, modifiable source code, and cross platform capabilities. Multiple Companies: The program supports up to 99 companies.

Default Company: If you set up only one company in Rental Control Management System, RCMS loads that company when you start the program. If you have more than one company, you can select which company you want to work with each time you start the program. General Ledger Link: A system of user-defined transaction category codes allow you to post transactions to account sets based on the customer and the item sold. This lets you more easily report cost and revenue distribution. User Security: You create a record for each user that includes a unique log-in and password privilege level, and you can limit or deny access to most RCMS functions on a user-by-user basis. Transaction Audit Features: The program stamps changed data records with user ID, date, and time, which lets you maintain a detailed audit trail. Comprehensive Inventory, Vendor, and Cost Control: You can maintain suppliers, cost, and technical specifications for every item in your inventory. You can track inventory usage and idle inventory for both asset and quantitied items. The program also maintains separate inventory records for rental assets and merchandise for sale. Current and Future Reservations: Customer representatives can easily handle reservations. When currently rented equipment has a firm return date, RCMS also allows you to reserve that equipment for a future date. Work Orders and Scheduling: When you reserve equipment, create a contract, or record an equipment return, RCMS automatically creates and schedules a configuration, delivery, or return work order, respectively. You can also manually create work orders for service calls or miscellaneous tasks.

Packaging and Kitting: RCMS supports a hierarchical relationship between components inside a computer and peripherals attached to a system. Commissions and Spiffs: Commission and spiff amounts can be added for each master item. You can maintain different spiff amounts for new and used sales, which can be tracked by master item. Comprehensive Quoting: RCMS lets your customer representatives quickly quote rentals, sales, and third party leases, check availability, and substitute items with just a few keystrokes. Versatile Contract Capabilities: The program lets you include both rental and sale items on the same contract. Complete Depreciation Records: RCMS lets you calculate and maintain both book and tax depreciation on rental assets. Credit Information Database: RCMS has a customer credit information database with an interface to credit reporting agencies and Dun & Bradstreet. Customer representatives can take, store, and verify credit information quickly and conveniently. A/R Mail Merge: You can create an open receivables text file to merge with collection letters generated with any word processing software. Automatic Balance Maintenance: RCMS customer balances automatically update. Finance Charges: RCMS calculates and posts finance charges for specified customers. Flexible Billing: The program lets you bill in advance, bill periodically, or bill in arrears.
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Automatic Billings: You can generate invoices in one easy step for customers billed on a regular, periodic basis. Automatic Proration: RCMS automatically prorates rents, including partial returns and add-ons. Invoice and Statement Comments: You can select and edit a previously-defined comment to print on invoices and statements, or enter your custom comment. Invoice and Statement Generation: RCMS can generate laserprinted customer invoices and statements individually or in batches. Extensive Reporting: RCMS lets you print a variety of reports, including: Contract Report, Rental Journal, Master Rerent Report, and several detailed Inventory Reports. You also have one-key access to information on screen in a Business Status Report. Customer Inquiry: You can display or print a variety of customer information while you view customer records. Detailed History: RCMS maintains detailed history for every customer account, inventory item, or contract, which you can display or print. Balance Forward vs. Open Item Accounts: You choose whether each customers prior period activity appears on statements in detail or as a single balance forward summary line. Non-AR Cash Receipts: You can use the program to enter cash receipts that do not arise from customer transactions, such as tax refunds, insurance payments, royalties, etc. Data Entry Validation: Certain fields have predefined rules for which you can set up valid entries.

Graphic Interface/Mouse Support: RCMS running under Visual FoxPro lets you take full advantage of graphical interfaces and multitasking features. Because RCMS is designed to work with a mouse, moving through the program and making selections is as quick as a click. Convenient Menu Structure: Drop-down menus and submenus make it easy to choose commands and move around in the program. On-line Company Information: RCMS lets you enter company policy information and program information, which is then available on-line for user reference. Pop-up Browse Lists: To aid you in data entry and record searches, you can call up lists of records (for example, customers, inventory items, etc.) to browse or select from. Pop-up Search Boxes: Search boxes provide you with several methods by which to search and select a record. For example, you can select a customer by entering a customer name; or you can search by customer number, phone number, zip code, company name, or contact last name. Network Messaging System: A messaging system lets you exchange messages with other users. Custom Menu Options: You can set up custom menu options to access up to ten applications from within RCMS. You use System Manager to set up the custom options. Function-key Access to Features: Pre-defined function-key assignments let you easily access many features, such as lists, with a single keystroke. Many useful or commonly used activities have been assigned to a function key; press a function key to use the feature assigned to that key.
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1.2 Using This Manual

Multiple Warehouse Enhancement: Adds additional functionality by allowing the user to setup multiple warehouse locations, record the warehouse address information, optionally print any warehouse address information on transaction forms and check inventory availability for one or all warehouses within a single screen.
1.2 Using This Manual

The RCMS Reference Manual has five chapters: 1. Overview: Explains basic concepts behind the program and gives you background information to help you get the most from the program and the manual. 2. Setting Up RCMS: Tells you how to get into the program for the first time and how to set up and maintain your rental companys information. The chapter also contains a Setup Checklist for easy reference. 3. Working with RCMS: Gives detailed information about the day-today operation of the program. 4. Getting Information from the Program: Explains how to print and display program information. Includes sections on making file inquiries, printing reports, and printing labels. 5. Linking with General Ledger: Explains how to link Rental Control Management System to General Ledger. There is an index at the back of the book. The System Manager Appendix is under separate cover and contains its own table of contents and index.
1.3 Hardware Typographic Conventions

This manual uses the following typographic conventions: Text that appears on the computer screen is shown in computer type. Names of menus, menu options, and command options appear in
block type.
Text that you enter is shown in boldface type. Italics are used for emphasis. <Enter> means press the Enter key. This is the key on your keyboard that corresponds to the carriage return key on a typewriter. This manual uses the following icons for notes, cautions, and references: Notes provide tips or additional information about a command or procedure.
Cautions tell you how to avoid losing valuable data. Be sure to read them carefully! References tell you where to find more information.
1.3 Hardware
System Hardware
Like virtually all Windows applications, RCMS operates best on a Pentium 3 or 4 class machine with at least 256MB of RAM. We strongly recommend running RCMS under Windows NT Workstation, Windows 2000 or Windows XP.
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1.3 Hardware Network Hardware

If you are running RCMS on a network, now is the time to make certain that you have plenty of disk space available (about 500MB to begin with, and remember that disk space is cheap). Also, you should implement a reliable, regular, frequent back up scheme if you do not already have one in place. You should also make sure that every client computer (also knows as a workstation or node) is set up properly for RCMS (see the Software Installation Guide for RCMS enclosed with the RCMS software CD). Any pre-existing network reliability issues should be resolved before installation of RCMS. All network clients running RCMS should have a local hard drive and RCMS should be set up to use that drive for temp file storage (see the sections below on software installation and optimization). After installing RCMS, do not forget to check each client station to make sure that its local printer port is properly captured on the network and that RCMS prints properly.
Bar Code Hardware
RCMS allows you to track your inventory by using bar code labels and laser bar code reader guns. RCMS also allows you to quickly and accurately take and reconcile physical inventories by using a Portable Data Terminal (PDT) with an integral bar code reader. The primary advantage to using bar code labels is that all reads are accurate and unique to the item at hand. The fact that bar coding is also fast and convenient is coincidental. We recommend that you use bar coding to track your inventory. We often find that RCMS clients who intend to use bar coding forget to consider their bar code hardware requirements until they are well into their RCMS implementation. The hardware required comes to mind when they actually want to start printing or reading bar code labels. This is too late and stalls the implementation, creates aggravation and hurts morale. If you plan to use bar codes, buy and install at least one gun and one printer before you install RCMS. Other guns can be added subsequently as they are needed.
1.3 Hardware
RCMS prints very compact bar code labels that are about the size of your thumb nail. Because of their size, these labels can be used to on almost anything and are quite inconspicuous; however, they must be printed on a special bar code label printer. For more information on these printers, label stock, reader guns, and PDTs, please refer to our current Bar Code Price List.
A Word About pcAnywhere or NetMeeting
There will be many times that you will want to be shown something rather than just being told about it over the phone. You may also need more training following your on-site training or you might have a problem that you want us to actually see. It is certainly possible that you will want to upload a file to us or download a driver or patch from us. Remote control software such as Symantecs pcAnywhere or Microsofts Net Meetings makes all of this possible.
RCMS Software Support
All RCMS end users are entitled to telephone and online support (check your Service Maintenance Agreement for details). This support begins at the inception date of the users RCMS Software License. End users covered by a Software Maintenance Agreement are provided with a prespecified amount of additional telephone and online support in the year following licensure. They also receive regular software updates, free of additional charge. To speak with a support technician, simply call Tech Support, identify yourself and ask for software support. It is a good idea to route all support requests through one or two key people in the organization. This will not only preclude redundant support requests but will also help insure that your organization has someone that you can use as an internal RCMS resource in the future. For common questions or answers to Frequently Asked Questions (FAQs) about RCMS, check our Web site at http\\www.rcms.net. This is the fastest way to get an answer to a simple problem without having to use tech support.
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1.4 Planning a Successful Implementation of RCMS

Like so many other things in life, the success of your RCMS implementation is dependent on good planning. The first step in planning your RCMS implementation is marshaling your human resources.
The Leadership Pyramid
LEADER CAPTAINS THE TROOPS
As the person reading this, you are most likely going to be the "Leader" for your RCMS implementation. The Leader needs the knowledge, the dedication and the authority to make things happen within the organization. The leader acts as planner, coach, and teacher. The leader is also the first point of contact between their own organization and Offshore IT Solutions for software support. We often find that one person will attempt to handle an entire RCMS implantation in some organizations. This not only becomes overwhelming; but, also results in errors, confusion, and back tracking because no one person can fully understand every aspect of their operation, and even if they could, they can not possibly see to every detail personally. The "Captains" are the people within your organization that can advise the Leader and then help make things happen. They will also be able to help supervise and train the troops when the time comes. The Captains

are usually department heads that know and understand both the business and its employees. The "Troops" are the employees who will use RCMS on a daily basis. Because first impressions last and because these are the people that make your business run, its a good idea to have a well thought out implementation in place and tested before training the Troops and turning them lose with RCMS. IMPORTANT: Read the RCMS Setup Checklist section in Chapter 2. Do not link RCMS to General Ledger until link codes are input and fully tested. The time line for a successful RCMS implementation varies from one installation to the next. The time it takes to successfully implement RCMS is effected by four major factors, listed here in order of their importance: Top managements dedication to the project Dedication of the "Leader" and his or her "Captains" to the project The quality of the planning done for implementation of RCMS The quality and reliability of information available from the previous rental system The size of the installation
Installation Timeline
Installation of RCMS typically follows a time line that looks like this: See System Manager Manual and the RCMS installation addendum shipped with the program for installation instructions.
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1. Resolve all hardware/network related issues such as upgrades, reliability issues, back up procedures, etc. Purchase, receive and load RCMS. Use sample company to test. Schedule training. Install, set up, and test bar code equipment. Identify and train "Captains" and their "Leader." Training takes two days and is best scheduled for a weekend. Training will include some preliminary planning of the implementation. Finish planning, configure your "live company." Start implementation. Train the "Troops." This is best done over a weekend. You are now finished with the implementation. Over the next 30 to 60 days, run RCMS in parallel with your old system to test, refine, validate, and verify the new system.
2.
3. 4.
5. 6. 7. 8.
RCMS Inventory Hierarchy and Nomenclature
When planning an RCMS software implementation, a basic understanding of RCMS inventory hierarchy and RCMS nomenclature is helpful. Therefore, an introduction to inventory terms and hierarchy follows: ASSETS An Asset ID number is a unique, serialized number that identifies a particular asset item as discretely different from every other item of the same model (just like a manufacturers serial number). Therefore, every Asset "belongs" to a Master ID and you will usually, but not necessarily, always find multiple assets belonging to a single Master ID number in your inventory. All Asset numbers in RCMS start and end with the letter "B". RCMS can use up to two unique serial numbers in addition to the one it

assigns to each asset. These are the manufacturers serial number and the Misc. Code Number (typically an asset number from your old system) MASTER A Master Item number in RCMS is similar to a manufacturers model number. It identifies what we are talking about (but not which specific one, see Assets above). Like a manufacturers model number, Master ID numbers are used to identify what is wanted, its price, its specifications, delivery dates, etc. In most RCMS systems, Master ID numbers are set up with an exact one-to-one correspondence with a manufacturers model number. The Master ID can then be found by manufacturers model number, by Master ID number, by Description, or by Manufacturer. In some systems, however, Master Items are set up with a functional description that applies to two or more models from the same or different manufacturers that are functionally equivalent so that the exact model can be chosen at contract time without worrying about customer complaints about not getting the exact model originally quoted. Please note that, when setting up Masters, you have a choice of several Masters ID Types. The most obvious is the "Asset" type Master ID that youve already read about. These are the Master IDs for serialized assets. Other types are Non-stock Masters IDsI (for intangible items like Service Contracts, Fees, etc.) and Quantitied Master IDsI (for items that you do not want to track by serial number; but, rather, by quantity such as bolts, nuts, cables, plugs, etc.). All Master ID numbers in RCMS, regardless of their type, start and end with the letter "A". GROUP These are groups of Master IDs that identify items that are similar but not identical to each other. For example, a 14" NEC brand multi-sync monitor and a 15" Sony brand multi-sync monitor both have the similar specifications, serve the same function, and rent for the same or similar rates; but, they are different brands and have different manufacturers model numbers. Therefore, they would have different RCMS Master ID numbers but both of the Master IDs would belong to the same Group in
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RCMS on the theory that in a bind you would gladly substitute the Sony monitor for the NEC when you were out of NEC monitors. SUBSTITUTION GROUPS Substitution Groups are groups of related Groups. Using Substitution Groups allows you a broader category of substitution than the more restrictive Group described above. You can use Substitution Groups as a last resort before purchasing, building, or sub-renting equipment for a rental. For example, one Group might contain the two monitors mentioned above and a second Group (which has been associated with the first group in a Substitution Group) might contain more expensive 17 and 19 inch monitors. These more expensive monitors could be substituted for the less expensive 14 and 15 inch monitors in a pinch. By searching within the Substitution Group you would see Master Items belonging to both Groups (i.e., 14, 15, 17, and 19 inch monitors). CLASS Classes are set up as the largest division of your inventory and are used to identify broad product categories that you want to track on your management reports. Every Master ID must "belong" to a Class. ASSET PACKAGES Asset Packages are used to track multiple assets that you want to follow through your inventory as a single unit. Once assets are associated with one another in the RCMS Asset Package Database, those assets can be tracked as a single unit, using one Asset Package ID number. After an Asset Package is set up in RCMS, you can see the units exact configuration by simply looking it up in RCMS. When you physically change the units configuration, you simply update RCMS to reflect the new configuration. Asset packaging allows you to look for a unit configured exactly as required without visiting the warehouse, opening a box or removing a cover. Asset packaging also means that units do not need to be returned to "standard" configuration or "stripped down" every time they come back from rental only to be reconfigured before going out on rent again!

Once you have familiarized yourself with the inventory hierarchy and nomenclature, you should carefully look at the sample company 99, which is automatically installed with RCMS software. MASTER PACKAGES A Master Package, as the name implies, is nothing more than a package of Master ID numbers (a lot like a bill of materials) which have been selected for merchandising reasons. These are the items that people want to rent or buy together, the ones that all work properly with each other, the ones that hit a price point, etc. Think of Master Packages as templates that are used to make complex quotations quickly and conveniently. Once pulled into a Quotation, a Master Package can easily be edited to suit the prospects specific needs without effecting that Master Package for subsequent quotations. All packages in RCMS, whether they are Master Packages or Asset Packages, begin and end with the letter "C". Please do not allow this to confuse you because Asset Packages (see below) are used in RCMS for an entirely different purpose. ASSET KITS Unlike Asset Packages, Asset Kits are maintained by the system. When items within a Master Kit are converted to physical inventory items, the Asset Kit is automatically created on saving the contract. MASTER KITS A Master Kit is similar to a Master Package although you do not need to maintain Asset Kits like you do when you are using packages. A Master Kit is nothing more than a kit of Master ID numbers (a lot like a bill of materials) which have been selected for merchandising reasons. These are the items that people want to rent or buy together, the ones that all work properly with each other, the ones that hit a price point, etc. Think of Master Kit as a template that are used to make complex quotations quickly and conveniently. Once pulled into a Quotation, a Master Kit can easily be edited to suit the prospects specific needs without effecting that Master Kit for subsequent quotations. All kits in RCMS, whether they are Master Kits or Asset Kits, begin and end with the letter "K".
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1.5 Moving Within the Program
Understanding Menu Structure
Rental Control Management System is organized around a series of menus. When you start RCMS, you see the File menu, which lists the applications installed for the selected company. Choose Rental Control. You see the Main Menu bar at the top of the screen. The Main Menu bar contains the primary menus for RCMS. Each menu represents a type of activity and contains a list of choices within that activity. Some menu options have an arrow next to them, which indicates that additional, more detailed choices exist under the primary menu option. When you choose an option with an arrow, you see a submenu with the additional choices. The following figures show the options found on each menu.
Viewing Menus and Submenus

The options on the File menu let you go directly from Rental Control to System Manager and any other applications installed for the current company. Additional options let you access Visual FoxPro and communicate with other users logged on to the system
Figure 1-1
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The options on the System menu let you perform administrative tasks related to your RCMS company.
Figure 1-2
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The Transaction menu contains many of the procedures that you will use on a regular basis.
Figure 1-3

The options on the Maintain menu let you add, change, or delete the records RCMS works with, such as customers, vendors, leasing companies, work orders, and inventory items.
Figure 1-4
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The Print menu enables you to print contracts, invoices, customer statements, and labels. You can also generate a variety of reports, by printing them or displaying them on screen. The last option lets you merge customer receivables data with word processing files.
Figure 1-5
In addition to the menus shown, the Main Menu bar contains two other options: Custom and Help. The Custom menu allows you to execute user defined programs from within RCMS. The Help option lets you access the on-line Help system Shortcut: Press <Esc> one or more times to back out of the current screen to the Main Menu bar.
1.5 Moving Within the Program Choosing Options and Commands

To choose a menu, menu option, or command, do one of the following: To choose menu options using a mouse, click the menu title to open the menu, then click the choice you want. To choose a command in a dialog box, click the command. In dialog boxes, press <Tab> or use the arrow keys to move the highlight to the option and then press <Enter>. Press the underlined letter of the option or command you want to choose. For example, to choose Customers, press C at the Maintain menu; to choose Add, press A. You do not need to press <Enter> to execute the option. You can choose any option or command that is not dimmed. Options and commands that are dimmed are not available for the procedure you are using. Using Menu Settings At the bottom of some menus, you will see a group of items under the heading Settings or Filter Settings. Settings Settings let you select preferences for the activity you are about to perform; for example, whether to enter detail or manual invoices.
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The following figure shows the Enter Invoice/Credit Memos submenu Settings.
Figure 1-6
An X to the right of a setting indicates that the setting is selected (for example, Auto Number). A letter to the right of a setting indicates which of two choices is selected (for example, D for Detail). To select or cancel a setting, or to make a different selection for settings that have more than one choice, highlight the setting you want to use and press <Enter> or the spacebar or press the underlined letter if the setting contains one. Filter Settings Filter Settings display for some Search commands and let you specify the criteria by which you want to search for an item; for example, New Items Only.

The next figure shows the Filter Settings that you see when you choose Search from the Asset Items Maintenance form.
Figure 1-7
A check to the left of a setting indicates that the setting is selected. To select or cancel a setting, or to make a different selection for settings that have more than one choice, highlight the setting you want to use and press <Enter> or the spacebar, or press the underlined letter if the setting has one.
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1.5 Moving Within the Program Using Search Boxes

When you add or change a record, the first thing you often see is a search dialog box, similar to the one shown in the following figure.
Figure 1-8
Search dialog boxes let you add, select, or search for the record with which you want to work. You can also browse a list of some or all existing records. Several elements appear in a search box, including check boxes, search criteria, and command options. Using Check Boxes Check boxes appear at the bottom of search dialog boxes and let you turn a particular option on or off.

To select a check box with a mouse, point and click inside the box or on the name to the right of the box. An X appears inside the box to indicate that the option is activated. To deselect the option, select it a second time. The X disappears, indicating that youve turned the option off. To select a check box option using the keyboard, press <Tab> to move the highlight to the check box, then press the space bar to turn the option on. To deselect the option, repeat the procedure. Using Search Criteria Search criteria appear in the list box of search dialog boxes and let you choose a particular standard by which to search for a record. To select criteria with a mouse, point and click on the option you want. To deselect the criteria, select it a second time. To select search criteria using the keyboard, press <Tab> to move the highlight into the list box, then use the up and down arrow keys to move the highlight to the criteria you want. Press <Enter> to select. To deselect the criteria, repeat the procedure. After you use the search criteria list box to specify the type of record you want to look for, press <Tab> until you choose Browse to display a list of records that meet the criteria you chose. Customizable Default Search Criteria Each search box had a hard coded default search criteria (default search method). You now have the option of changing the default search criteria in any RCMS search box. These search boxes are used to locate customers, Master Items, Master Packages, Assets, Asset Packages, Invoices, Contracts, etc. For example, the search box used to find Master Items for quotation currently defaults to a search by "Description" while giving you the opportunity to search by several other criteria (Master Item, Group, Misc. Code, Manufacturer and Model). If you would prefer to search by Model Number as a default
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instead of by Description, the defaults can now be changed. This can be done for each search box in RCMS. Any search box in RCMS can have its default search criteria changed to any valid search criteria currently available for that particular search. Search criteria can not be added or deleted, only the default can be changed. Using Command Options Command options appear on the right side of search dialog boxes and let you choose one command from a group of commands. Which commands are available depends on the activity that you are performing. You can only choose a command option by pressing the underlined letter when the cursor is outside of the Search text input field.
Search: Returns you to the text input field. Add: Lets you add a new record. Depending on the procedure, this option
is not always available.

Browse: Brings up a browse window, as follows:
If the Search text input field is blank, this command brings up a list of all records, sorted by the selected criteria. If you enter part of a record code in the text input field, this command brings up a list of all records with the highlight bar positioned on the record that most closely matches the code you entered. If you have search criteria selected, and enter a code, name, or number that fits that criteria in the Search input field, this command brings up a list of records that match that criteria.

Pressing <F2> after you enter data in the Search for field works the same as choosing Browse.
Cancel: Returns you to the Main Menu bar.
Choosing a Record
To choose an existing record, use one of the following methods: Enter the name, number, or code of the record with which you want to work and press <Enter>. Press <F2> or choose Browse to see a list of all records. Use the arrow keys to position the highlight bar on the record you want and press <Enter>. Enter part of a name, number, or code and press <F2> or choose Browse. You see a list of records with codes similar to the code you entered. The highlight bar is on the record that most closely matches the portion of code you entered. Press <Enter> to choose a record. Select a search criteria, enter a name, number, or code in the search text input field, then press <F2> or choose Browse. You see a list of all records that match the selected criteria. Use the arrow keys to highlight and select the record you want and press <Enter> or use a mouse to choose it. For example, if you are choosing a customer, select Zip Code, enter a zip code, then press <F2>, you will see a list of all customers with that zip code. If the Include partial matches option is activated, you could enter a portion of a zip code and would see all records with zip codes that begin with the portion you entered.
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1.5 Moving Within the Program Using Dialog Boxes

At different points in the program, you are asked to respond to one or more questions that ask you either how you want to proceed with, or how you want to define the scope of, the procedure you are running. These questions, also referred to as prompts, appear in windows known as dialog boxes.
Figure 1-9
Use one of the following methods to choose a command from a dialog box: When a dialog box first displays, the selected item is the default. Press <Enter> to choose the default in a dialog box. If there is more than one choice in a dialog box, press <Tab> or use the right or left arrow key to select the option you want and press <Enter>. If you use a mouse, place the pointer on the item you want to choose and click.

You can also choose an option or command by pressing its underlined letter, generally the first letter in each word. You can also reposition dialog boxes using a mouse. Grab a dialog boxs upper edge to title bar and move it to see the screen it overlays.
Using Lists
Rental Control Management System uses three types of lists: browse/ select lists, tag lists, and the lists that display at the bottom of some input screens. This type of list appears when you press <F2> or choose Browse or List to view or select from a list of existing records, such as customers, tax districts, invoices, etc.
Browse/Select Lists
Figure 1-10
Use either of the following methods to choose a record from the list:
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If you are using the keyboard, use the up and down arrow keys to highlight the record you want, then press <Enter> to choose the selected record. If you use a mouse, click the left mouse button to highlight the record you want, then click the right mouse button to choose the selected record. Use the horizontal scroll bar on the right of window to scroll through the list. Press <Tab> to move the cursor from field to field on the currently selected record. Some lists contain more columns of data than the program can display on one screen. Use the horizontal scroll bar or press <Tab> to display additional columns to the right. Customize Browse List Browse lists are customizable. You will not only be able to change the order of the columns in a browse; but, will also be able to add or remove them as well. For example, if you would like to have prices and model numbers included in the item selection browse (Master Items for Rental Quote) and move the Master Item and Manufacturer columns to the right, you can now do so. This greatly enhances the flexibility of RCMS to accommodate different segments of the rental industry while improving speed and increasing convenience. This allows you to always see exactly the information that you want, and only that information, in the most convenient format. Following is a list of RCMS browses that can be edited: CONTMAIN CONVDETL CONTDETL INVINQDT CONTINQDT Contract Browse Conversion Detail Browse Contract Detail Browse Invoice Inquiry Detail Browse Contract Inquiry Detail Browse

ASSETPKDT ASSETITEM Asset Package Detail Browse Asset Item Browse
This feature is actually a utility to change RCMS program code on the fly. Changes can only be implemented by someone with a thorough understanding of FoxPro. Accordingly, if you wish to edit Browses, you will most likely have to retain a local programmer to customize your browses or, alternatively, have us customize your browses at our normal hourly programming rate. If you wish to do so, please fax your requested changes to us for a not-to-exceed estimate. Tag Lists A tag list appears when you press <F2> or choose Browse to select the items or package you want to add to a quote, reservation, or contract.
Figure 1-11
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The window displays a browse/select list with a X column on the far left. This type of list allows you to tag one or several items (or packages) that you want to add to the quote, reservation, or contract. To tag items or packages on the list and process your selections, use either of the following methods: If you use the keyboard, use the up and down arrow keys to highlight the item you want to tag, then press the spacebar. An X appears in the column to the left of the item or package code. When you finish marking the items or packages you want to tag, press <Enter> to process your selections. If you use a mouse, click the left mouse button on the item or package you want to tag, then click the right mouse button to tag the selection. An X appears in the column to the left of the item or package code. When you finish marking the items or packages you want to tag, press <Enter> to process your selections.

Display Lists This type of list displays a group of records at the bottom of some input forms. The display list shown below is on the bottom of the Contract screen.
Figure 1-12
The highlighted record is the one that is currently selected. Press <Tab> to move the cursor from field to field. Use the up or down arrow to select a different record. You can also use the mouse to click the arrows on the bottom of the screen to scroll up, down, left, and right through the list.
Using Option Grids
RCMS uses option grids to list options for the following activities: printing reports, printing labels, printing invoices, credit memos, or statements, posting finance charges, generating billings, calculating depreciation, and closing the period or year.
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The next figure shows an example of an option grid.
How you respond to the options in a grid determines the way the activity is performed. For example, you use option grids to tell the program what or how much information to include on a report. After you fill in your choices, you can choose Edit to go back and change your entries. You respond to the choices on an option grid in several ways. Responding by Letter You respond to some options by pressing the first letter of one of the choices in the center column. For example, to respond to the Level of Detail option that appears for report printing, you can press S to print a summary report, or D to print a detail report. The same is true for yes/no options; press Y to answer yes, or N to answer no. You can also press the spacebar to scroll through the available options. For example, if the choices are Yes and No and No displays, press the spacebar to have Yes display in the field. The spacebar allows you to toggle between options.

Entering a Date Use this format to type dates: MM/DD/YY. MM indicates the two digits for the month number; DD, the day of the month; and YY, the last two digits of the year. For example, to enter April 21, 2003, you would type 042103. Sometimes you specify a date range. Specifying a date range is the same as specifying a record range. (See the discussion below entitled Specifying Record Ranges.) Specifying Record Ranges To specify a range of records, enter the code for the record you want to begin with and the code you want to end with to include all records within that range. To specify records, follow this guide: To see... All records All records starting with A Record no. 100A only Records before & including 100A Records after & including 100A Beginning (blank) A 100A (Blank) 100A Ending (blank) A 100A 100A (blank)
When specifying ranges, keep in mind that the program sorts characters by number order first, and then by letter order. The following record numbers are in the order that the program would list them: 7CBD 9ABC AEG4 AEG6 Entering a Matching Portion You can enter a portion of the record number to specify a group of records whose record numbers begin with those characters. For example, if you entered as a matching portion of a customer number the characters ABC, you would get the customers ABC, ABCAD, ABC3DM, etc.
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1.5 Moving Within the Program Data Entry Tips

To move past the end of a data entry screen, press <PgDn>. The bottom line of a screen tells you what to do next. For example, the bottom line on Figure 1-7 tells you to Enter grid options, press <F1> for help.
Using Function Keys
In RCMS and the ACCPAC Professional Series, useful or commonly used activities are assigned to function keys. Each function key is explained below. If the activity is fully documented elsewhere, the text refers to that section and/or manual. When you finish with the activity, you return to the point in the program where you originally pressed the function key.
<F1>
Program Help: Press <F1> to see help for the topic on which you are working. Corporate Help: Press <Shift>-<F1> to see a list of general help topics from which to choose the one you want. These general topics are the ones your company adds to the system to answer questions about company policy and other internal matters. Help Text Search: Press <Ctrl>-<F1> to search for a word or phrase in the help system. You can search through ACCPACs Professional Series help, RCMS help, or scan your own custom help topics. Browse Lists: Press <F2> to see a list from which you can select the record that you want. For example, if you are verifying a customers address, and cannot remember the customers number, press <F2> on the Search input field in the search dialog box to see a list of all existing customers.
<Shift>-<F1>
<Ctrl>-<F1>
<F2>

<F3> Master File Browser: Press <F3> from the Main Menu to see a list of Datadriller views that have been user defined. When you finish viewing a file, press <Esc> to return to the menu of master files. From there, press <Esc> to return to the Main Menu. See the System Manager Appendices for information on creating a list of master files. <F4> Record Status: Press <F4> to see history information about the particular record you are using (for example, the last time the record was edited, and by whom). Technical Information: Press <Ctrl>-<F4> from the Main Menu to see information displayed about the status of your system. This information is the same information you see by choosing Technical Information from the System menu. For more information about the configuration screens, see Viewing Technical Information on page 555. <F5> User List: Press <F5> to see a list of users logged into the system. Pressing this function key is the same as choosing List Active Users from the Clear Flags submenu on the Transactions menu in System Manager. See the System Manager Appendices for more information about listing active users. <F6> Entering Quick Quotes: When you enter a quote in RCMS, pressing <F6> will take you directly to the Rental Quote, Detail screen. See Entering Quick Quotes on page 281 for more details.
<Ctrl>-<F4>
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<F8> Business Status Report: Press <F8> to see the Business Status Report. Using this function key is the same as choosing Business Status Report from the Print menu. Complete information about this report can be found in The Business Status Report on page 660. <F9> Calculator: Press <F9> to use the FoxPro/ACCPAC calculator. When you finish, press <Esc>.
Using On-line Help
You can use on-line Help either by choosing options from the Help menu that appears on all menu bars, or by pressing function key combinations. The Help system provides several methods for finding information about RCMS or Professional Series applications: When you have chosen the area to search, you see a dialog box where you enter the word or phrase you want to find. You also see a two-character field for you to enter the help area, in case you want to further narrow the scope of your search.
Passwords
You can limit access to certain functions by assigning restrictions to a users login ID. For more information on restricting access to certain portions of a program, see the System Manager Appendices. The default user ID and password to enter for the sample data company is ADMN. Be sure to change this ID and password after creating your live company and entering the companys users.
1.6 Setting Up RCMS
1.6 Setting Up RCMS

This section briefly describes the procedures that you will follow to set up Rental Control Management System. It also includes references that tell you where to find detailed instructions for these procedures. A summarized checklist at the beginning of Chapter 2, Setting Up RCMS. When you set up RCMS, follow the steps in the exact order in which they appear.
Installing the Program
The first thing you do is install System Manager and the Rental Control Management System files on your computer. For installation instructions, refer to the RCMS installation addendum shipped with the program and the System Manager Appendices.
Adding Company Information
Once you install System Manager and RCMS, the next step is to set up your company. You can also modify the systems fiscal calendar (if necessary), and modify or enter system rules. Refer to the System Manager Appendices for detailed instructions.
Entering Values for Predefined Rules
One of the things that you decide when you add your company is whether or not to use the programs predefined rules to improve the accuracy of your data entry. It can be useful to add rules for Inventory Class, which becomes the top of your tree structure for inventory items. See the System Manager Appendices for complete instructions on setting up valid entries for predefined rules.
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1.6 Setting Up RCMS Adding Applications

If you plan to use other Professional Series applications (General Ledger, Accounts Payable, and/or Purchase Orders), you will install each one as an application for the company. You can also install applications later when you are more familiar with the system. Refer to the System Manager Appendices for instructions on adding applications. Because Offshore IT Solutions has modified Accounts Payable and Purchase Orders, the stock ACCPAC modules will not work with RCMS.
Adding Users
After adding a company and its applications, you will enter the employees who use the program and the access privileges you want them to have. Refer to the System Manager Appendices for instructions on adding users.
RCMS Associated Privileges
You define user privileges by assigning certain processes to a users ID. Each process has its own unique ID code which corresponds to a specific activity in RCMS or a Professional Series application. Users and user privileges are set up using the Users option on the Maintain menu in System Manager. See the System Manager Appendices for detailed information on user maintenance. To see a list of process IDs that represent user privileges, choose Dictionary from the Maintain menu in System Manager, then choose Processes from the submenu. When the Process File Maintenance screen displays, press <F2> to see all Processes listed. When the list displays on the screen, use the up and down arrows and/or the <PgDn> and <PgUp> keys to move through the list.
1.6 Setting Up RCMS Adding Sales Tax Districts

RCMS provides a predefined list of sales tax districts for every county in California. If the sales tax district you need to use isnt included on the predefined list, or you need to change the tax rate, you will use the Sales Tax Districts option on the Maintain menu to do so. This must be done before you add your customer records. See Adding Tax Districts on page 118.
Adding Customers
The next step is to enter information about the customers to whom you rent, lease, or sell goods and services. Each customer record contains basic information such as their billing address, current balance, credit limit, etc. You can also enter a credit application when you add a customer. See Adding Customers on page 122.
Adding Pricing Information
RCMS pricing structure allows you to define and name up to nine different rates or Rental Terms of your choice. There is one Rental Rate Settings record per company, with as many Rate Factor Code detail records as you may need. See Rental Rate Grid on page 115.
Adding Groups
Before you add a master record for each of your inventory items, you must create the groups in which master items belong. Groups let you classify related items together. Later, when you create a record for each master item in your inventory, you specify the group in which it belongs. This enables you to use the Exchange and Availability features. See Adding Groups on page 153.
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1.6 Setting Up RCMS Adding Manufacturers

The next thing you will do is to add a record for each manufacturer that produces your inventory. See Adding Manufacturers on page 168.
Adding Vendors
Once youve added manufacturers, you will enter a record for each vendor from whom you purchase inventory. You also add a record for each vendor from whom you purchase in-house supplies, such as coffee or computer paper. See Adding Vendors on page 170. RCMS uses the term supplier to identify vendors who provide specific inventory items. When you add a master item, you can associate a supplier with that item by entering the ID of an existing vendor. See Adding Master Items on page 181.
Adding Master Items
In order to enter inventory items, each item that you rent or sell must first exist as a master item. The master item file contains all of the master information that never changes about inventory items. When you set up a master item, the system assigns it the next sequential item code based on the beginning number you entered when you added your company. When you add a master item, you have the opportunity to add the suppliers from whom you purchase the item. You must have previously created a vendor record for the supplier you want to add. See Adding Vendors on page 170. See the discussion Adding Master Item Suppliers on page 211 for details on adding suppliers.
Adding Suppliers
1.6 Setting Up RCMS

Master Item Types RCMS keeps track of all items that you buy and sell. Some items may not be for commercial use or may not be tangible goods. For example, you may want to bill for services, such as labor costs. To give you these capabilities, the program maintains seven inventory types that represent the various items that you sell or purchase. You assign the item type when you first add a record for the master item. Each inventory type is described below. Asset Items Asset items represent tangible inventory items and RCMS allows usage figures to accumulate for each item. These items can be available alone or packaged with other items for rent, lease, or sale. You can specify whether an item exists as an external or internal part of a package. Quantitied Quantitied represents items not tracked individually, such as floppy disks. Non-stock Non-stock represents an operating expense, such as office supplies, rental purchase credits, etc. for which you do not want to track quantities or totals. Delv/Pick-up Delv/Pick-up represents the equipment delivery or pick-up services provided by your company to customers. Labor A labor item represents a service that your company sells or provides to a customer, such as consulting or labor fees.
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1.6 Setting Up RCMS

Deposit Deposit represents money received from a customer against a rental, lease, or sale. Waiver Waiver a damage wavier may be set up if you add damage waivers or insurance fees to contracts. You should only create one master item record with an item type of Deposit or Waiver. Quantitied Items When you add a quantitied master item, you will add the number of items you currently have in stock using the Trans option and receive the correct number of items. All quantitied items are assumed to be new. Occasionally, you may need to create an invoice for items that you do not keep in stock on a regular basis. Suppose a customer orders a specific computer part that you have to special-order. Instead of setting up a inventory record for the part, you can create a miscellaneous non-stock inventory item with the item number of MISC. When you need to create an invoice for something that you do not keep in stock, use this code. Just fill in the item description, cost, price, etc., when you create the invoice.
Miscellaneous Items
Adding Asset Items
Once you enter your master items, you need to add the actual items in your inventory that you rent or sell. The asset item file contains all of the information that is unique to each item. When you add a asset item, the system assigns it the next sequential item code based on the beginning number you entered when you added the company. See Adding Asset Items on page 216.
1.6 Setting Up RCMS Adding Packages

After you add your inventory items, you can group items together that rent or sell as a package, such as a computer system. You can create asset packages and add them to a reservation or contract. You can also create master packages, which you use to create quotations. See Adding Packages on page 231.
Adding Kits
After you add your inventory items, you can group items together that rent or sell as a kit, such as a computer system. You can create master kits, which you use to create quotations. See Adding Kits on page 254.
Adding Leasing Companies
If your company uses outside leasing companies to carry the financing on equipment you lease, you enter a record for each leasing company that you use. See Adding Leasing Companies on page 259.
Entering Open Contracts
Once you set up your customer and inventory files, you enter your customers open contracts and beginning balances. First you will enter any rental contracts that are currently open. IMPORTANT: Because this process normally generates invoices that may have been paid, you must turn off the Immediately bill? option on the Change Setup Information, Contracts screen.
Entering Beginning Balances
Once youve entered your open contracts, you will want to enter your customers beginning balances. You can use either of two methods, depending on the amount of detail you want to have in RCMS about previous customer charges.
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1.6 Setting Up RCMS

The most detailed method is to create a line-item invoice for each existing customer invoice. This method lets you accurately age invoices generated before you began using RCMS. If you choose this method, have all outstanding invoices from your previous bookkeeping system on hand before you enter beginning balances. The other method is to enter a manual invoice for the total amount of a customers balance. In this case, you only need to know the amount of each customers ending balance. IMPORTANT: When you have entered all your open contracts and beginning balances, you will run the RCINIT.PRG program to mark the contracts as billed through the current date. To the run the RCINIT program you will need to add it to the Custom Menu option from with in System Manager. The syntax to enter in the command line field is DO (gc_adrvprg+rcinit). Then return to the Change Setup Information, Contract screen and turn the Immediately bill? option back on. See Entering Open Contracts and Beginning Balances on page 267.
Linking to General Ledger
If you want to link RCMS with General Ledger, you will do so next, using the Change Setup Information option on the System menu. You will need to know the number of the General Ledger company to which you want to link RCMS. You will also need the General Ledger accounts to use as company-wide defaults. When you enter a transaction that requires a general ledger account, the program uses the default unless you specify otherwise. The default accounts are as follows:
1.7 Working with RCMS

Accounts Receivable (Asset) Cash Receipts (Asset) Sales Tax Payable (Liability) Income - New Sales (Income) Income - Used Sales (Income) Income - Lease (Income) Income - Rentals (Income) Payment Discount (Income) Inventory - Resale (Asset) Inventory - Rental (Asset) Inventory - Adjustment (Asset) COGS - New Sales (Cost) COGS - Used Sales (Cost) COGS - Lease (Cost) Accum Depreciation (Asset) Depreciation Expense (Expense) Reclmd Depreciation (Cost) PO (Purchase Order) Clearing (Cost) Linking RCMS to General Ledger is explained in Chapter 5.
Entering Contracts
Once you set up records for your company, customers, inventory items, open rental contracts, and enter your customers beginning balances, you are ready to record your customers contract transactions using RCMS. When you enter a customers contract, you select from three levels: Quotes, Reservations, and Contracts. Once you select the contract level, you then select the type: Rental, Sale, or Lease.
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Quotes Quotes are used when a customer requests pricing information. Once you enter a quote, you can save it as a quote-type contract. Quotes are the only contract type that do not affect inventory; that is, RCMS doesnt allocate items from inventory for quotes. You can convert or delete quotes at any time. You can use the Purge Obsolete Quotes option on the Utilities submenu to purge quotes that havent been deleted after a Quote Hold Period, which you specify for the in the setup information. (The Utilities submenu is located on the Transaction menu of the RCMS Main Menu.) You can include any Master Package, Master Kit, or Master Item in a quote. Reservations Reservations are used when a customer wants you to set aside equipment for rental, lease, or sale. RCMS reserves inventory items for reservations, but doesnt generate a billing. You can convert or delete a reservation at any time. RCMS does not purge a reservation after the reservation period expiresyou must convert or delete it. An item must be available in order for you to reserve it, and you cannot include reserved items on other reservations or contracts. You may also allocate items on a reservation without having to choose a specific inventory item. You can include any asset package, any quantitied master item, or any asset item in a reservation. Contracts Contracts are used when a customer places an order. RCMS allocates inventory and generates a billing for contracts. You can include any asset package, any quantitied master item, or any asset item in a contract. Regardless of whether you are adding a quote, reservation, or contract, you will need to enter billing and delivery information. Then you add the details, which are the items or packages that make up the system(s) you want to quote, reserve, rent, lease, or sell.

RCMS also lets you enter quick-quotes that allow you to bypass the billing and delivery screens and build a quote immediately. This is useful when the customer requesting the quote is on the telephone and needs the quote right away. The system lets you discard or save the quick-quote for an existing customer or add a new customer at the same time. See Entering Quick Quotes on page 281. RCMS generates a detail invoice for contracts. Detail invoices describe each inventory item for which the customer is being billed and provides both you and the customer with the maximum amount of detail about the transaction. When accounts are past due, you can tell the program to automatically apply finance charges to those accounts. You can print a statement of each customers account, which shows all of that customers open charges, at any time (typically on a monthly basis). See Entering Rental Quotes on page 280 and Entering Sale/ Lease Contracts on page 427 for instructions on working with customer accounts.
Making Changes
The program also allows you to change the information on a quote, reservation, or contract. You can easily change the quantity, exchange one item or another, and modify a variety of other information. See Entering Rental Quotes on page 280 and Entering Sale/ Lease Contracts on page 427 for instructions on working with customer accounts.
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1.7 Working with RCMS Converting Quotes, Reservations, and Contracts

RCMS was designed to convert an existing quote or reservation to a contract. Additionally, you may want to change a rental quote to a sales quote, or change a rental reservation to a sales reservation. You can easily accomplish this task using one menu option. You can only convert a quote to a contract if it is an approved order. You cannot convert a rental contract to a sales contract. Instead, you record the return of the contracts rental equipment, then create a new sales contract. See Section 3.8, Converting Quotes, Reservations, and Contracts.
Processing Returns
When a customer returns equipment, you need to record that transaction. All you have to do is choose the customer and the contract, then use the Return option. See Entering Total Contract Returns on page 423.
Entering Cash Receipts, Credit Memos, and Applying Credits
When you receive a payment from a customer, you record it by entering a cash receipt. If the payment is intended to cover a particular invoice, you can apply it at that time, so that the invoice is closed and marked as paid. You can also make a reversing entry, which reverses a previous cash receipt by causing a debit to the customers account. For example, you would do this if a customers check is returned due to insufficient funds. A cash receipt that you do not apply to a specific invoice, such as an overpayment or a prepayment, creates an open credit on the customers account. Another negative transaction is a credit memo, which produces a credit on the customers account. A credit memo reverses all or part of a particular invoice and is generally used when a customer returns merchandise.

If you do not apply the credit memo to an open invoice, the program adds it to the customers open balance. See Entering Cash Receipts on page 515 through Applying Credits on page 524.
Printing Reports and Closing the Period or Year
Periodically, you will print or display Rental Control Management Systems reports to get important accounting information. See Chapter 4 for a full list of the reports that are available. At the end of your companys accounting period (typically on a monthly basis), you will close the period. This moves the period-to-date information about paid invoices, cash receipts, inventory totals, and inventory transfers into year-to-date history files. It also clears the period-to-date totals so that they can begin accumulating data for the new period. At the end of the year, you will close the year, which moves the year-todate totals into history files, where theyll still be available for reference. See the System Manager Appendices for instructions on closing the period or year.
Linking with Other Applications
When you link Rental Control Management System and General Ledger, you post RCMS transaction amounts to General Ledger accounts using the Release to General Ledger option on the RCMS Transaction menu. For example, when you release RCMS transactions to General Ledger, an invoice thats generated in RCMS is posted to the appropriate account in General Ledger. You specify which General Ledger accounts RCMS transactions post to when you set up your company. See Chapter 5 for instructions on linking RCMS to General Ledger.
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1.8 Using the Sample Data Ongoing Activities

The following list describes the RCMS activities that you will probably use most frequently: Build quotes when customers request pricing information. Enter contracts and print and send invoices when inventory items are rented, leased, or purchased. Post the cash receipt to that customers account when you receive payment for an invoice, Create credit memos and open credits for returned merchandise or prepayments. Print out reports on a regular basis to check the status of invoices, customer, inventory, and account totals. Print statements (usually on a monthly basis) to keep your customers informed about their account activity. Back up your data files at least once a week. If you ever lose data or if your files are ever damaged, you can just restore the files, rather than having to re-create them. Close the period for RCMS to move fully paid invoices to history files and to ensure that period-to-date and year-to-date figures remain accurate at the end of a period (again, typically on a monthly basis).
1.8 Using the Sample Data

Rental Control Management System includes sample records for a fictional company, Professional AV Rental Inc. (company 99), which you can use to explore the features of RCMS.

To experiment with the sample data before you get started with your own companys information, choose Select Company from the RCMS System menu and choose company 99. When the program prompts you to enter a user ID and password, type ADMN for both, then press <Enter>. The ADMN User ID has access to all RCMS processes. Once you set up your companys records, change the password of the ADMN User ID to prevent other users from accessing RCMS administrative processes. See the System Manager Appendices for more information. Here are some of the things you can do with the sample data: Enter a quote, reservation, or contract. See Entering Rental Quotes on page 280, Entering Rental Reservations on page 367, andEntering Rental Contracts on page 389. Enter a credit memo. See Entering Credit Memos on page 505. Print selected invoices or statements. See Printing Invoices and Statements on page 541. Look at the reports that are available. See Chapter 4, Getting Information from the Program. Link with the sample data companies of General Ledger. See Chapter 5, Linking to General Ledger. Do not be afraid to change the sample data to see how Rental Control Management System works. The changes will only affect the records for the fictional Professional AV Rental Inc. If you are practicing with the sample data and a real customer calls, do not forget to leave the sample data company 99 and choose your live company.
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To experiment with the sample data for the fictitious company Professional AV Rental Inc., press <F2> from the search dialog box of any Maintenance screen to see a complete list of customers, master items, asset items, and so on. The sample data included with RCMS is for illustrative purposes only. Offshore IT Solutions does not guarantee its accuracy, or its fitness or suitability for use.
Setting Up RCMS
2.1 2.2 2.3 2.4 2.5 2.6 2.7 2.8 2.9 Planning the RCMS Setup Starting RCMS Adding Company Set-up Information Rental Rate Grid Adding Tax Districts Adding Customers Adding Ship-To Address Information Adding Requester Information Adding Tax Certificate Information
2.10 Adding Groups 2.11 Adding Manufacturers 2.12 Adding Vendors 2.13 Adding Locations 2.14 Adding Master Items 2.15 Adding Asset Items 2.16 Adding Packages 2.17 Adding Kits 2.18 Adding Leasing Companies 2.19 Setting Up System Comments 2.20 Entering Open Contracts and Beginning Balances 2.21 Linking to General Ledger
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2.1 Planning the RCMS Setup

This chapter contains step-by-step instructions for setting up Rental Control Management System once you have successfully installed System Manager and RCMS. Each section guides you through a particular step in the set-up process. Most sections in this chapter appear in the order that you set up Rental Control Management System, rather than the order that they appear on the Maintain menu. For specific instructions on installing System Manager and RCMS, see System Manager Appendix II and the installation addendum that was shipped with the program. Setting up the program will be easier if you plan ahead. Use the following checklist as a guide to setting up RCMS. Be sure to perform the steps in the exact order in which they appear.
RCMS Setup Checklist
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When setting up your company take care to ensure the information is accurate and complete, as these settings completely dictate the way RCMS looks, feels and processes transactions. Once the information is entered it cannot be changed without starting over the setup process.
Install System Manager and Rental Control Management System files. See System Manager Appendix II and the RCMS installation addendum shipped with the program for specific instructions. Add a Company in System Manager and assign RC (Rental Control Management System) as an application. See System Manager Appendix III.

If you chose to use Rules when you set up your company in System Manager, set up valid entries for the fields you want to validate. See System Manager Appendix III. If you plan to use ACCPAC General Ledger, or another ACCPAC application, you can install the application(s) now or later when you are more familiar with the system. See System Manager Appendix II for instructions. It is best to link General Ledger later, after you have entered your customers beginning balances.

Enter the employees (users) that will use the system and the access privileges you want them to have. See System Manager Appendix III for instructions. Add Company Setup Information for your business. See System Manager Appendix III for instructions. Add Tax Districts or change tax rates, if necessary. You must do this before you add customers. See Adding Tax Districts on page 117. Add the Customers that do business with your company. See Adding Customers on page 121. Add Rate Factor Code information specific to your companys needs, if necessary. See Rental Rate Grid on page 114. When setting up the Base Rate, the rental rate that all rates are based on, make sure you allow for sufficient flexibility to fit your needs. If you make a mistake or overlook this step, you will have to create your company over again.
Add a record for the Groups in which master items belong. See Adding Groups on page 152.
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Add the Manufacturers that produce your inventory and in-house items. See 2 on page 167. Add the Vendors from whom you purchase inventory and inhouse item. See 2 on page 169. Add a Master Item for each inventory item that your company rents, leases, or sells. If the item is an asset, add an asset item record also. You will need to add one deposit-type Master Item record in order for the system to post customer deposits. You will need to add one waiver-type Master Item record in order for the system to post damage waivers. When you add a Master Item, you may also specify an existing vendor as that items supplier. See Adding Master Items on page 179 and Adding Asset Items on page 215.

Create an Asset Package record for Asset Items that you rent, lease, or sell as a package. See Adding Packages on page 230. Add a Master Package record for Master Items that will be used for quoting purposes. See 2 on page 245. Add a Master Kit record for Master Items that will be used for quoting purposes. See 2 on page 245. Enter the Leasing Companies that you use for outside financing when customers lease equipment. See Adding Leasing Companies on page 258. Choose the Contract tab from the Change Setup Information screen, and set Immediate bill? to No.
2.2 Starting RCMS

Enter open rental contracts. See Entering Open Contracts and Beginning Balances on page 266. Add your customers open account balances as described in Entering Open Contracts and Beginning Balances on page 266. When you enter your existing invoices, choose to manually number them so that the RCMS invoice numbers will correspond with your originals.

2.2 Starting RCMS
Run the RCINIT program file to mark your contracts as billed through the current date. Choose the Contract tab from the Change Setup Information screen, and set Immediate bill? to Yes. Set up the link to General Ledger, if necessary. See Chapter 5. Make a backup copy of all data files and archive it.
Before you start the program, install System Manager and Rental Control Management System (RCMS) files on your computer. See the installation addendum shipped with the program and System Manager Appendix II for complete instructions on installing System Manager, Rental Control Management System, and Professional Series applications.
Starting RCMS for Windows
Follow these steps to start RCMS:
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2.2 Starting RCMS

1. Once you complete the installation process, be sure to read the readme.PDF document. Read these notes carefully; they contain last-minute information about the program that supplement the RCMS program documentation. Double-click the RCMS program-item icon. A log-in option box will appear allowing you to log into the ACCPAC software or the RCMS software. The RCMS software may have a different licensing scheme and number of users available than the ACCPAC software. In the dialog box that displays, enter the User ID ADMN, then enter ADMN for the password. This lets you to start System Manager and RCMS until you add your own companys users and passwords.
2. 3.
4.
See the System Manager Appendix for instructions on adding and maintaining User IDs. If the system date is different than the operating system clock date, you will be asked to enter the current date before you can start the program. 5. From the File menu click Open to see a menu of installed applications. If you logged into the ACCPAC software, select any of the ACCPAC accounting applications from the list. If you logged into RCMS, you will be placed directly into the program. When you only have one company using RCMS, that companys data is loaded. When you have more than one RCMS company, you see the Select Company box where you choose the company with which you want to work.
2.3 Adding Company Set-up Information

If you are using the keyboard, press <Alt>, <F> to open the File menu in the Program Manager window, then press <O> to access the program list. Next, use the arrow keys to select Rental Control, then press <Enter>.
Choosing a Company
When you select Rental Control (or any other application) from the Programs menu and have more than one company set up for that application, you see the Select Company box where you choose the company with which you want to work. To choose a different company after you select an application from the Programs menu, choose Select Company to bring up the Select Company list. You see a list of companies installed for the current application. You may also select the application and/or company from the drop down list on the main menu bar. To choose a company from the Select Company list, use the arrow keys to highlight the company you want to work with, and press <Enter> or you may right click the desired company with the mouse. The Select Company option can display 12 or more companies on one screen, depending on the display mode to which your screen is set. If all of your company names do not display, press <PgDn> or the down arrow key to scroll through the list. You can choose a different company later by calling up the list again.

Before you can enter application-specific information about RCMS (such as whether you want to link to General Ledger, or what your beginning invoice number is), choose the Companies option from the System Manager Maintain menu. Next choose Companies to add your company. Setting up the Link on page 690
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See System Manager Appendix III for instructions on adding companies, applications, users, and setting up rules. Once you set up your company using System Manager and add Rental Control as an application, you are ready to enter information that is specific to that company and RCMS. Choose Change Setup Information from the Rental Control System menu. You see the RC System Setting window in a tabular format containing the following tabs:

Choose System to enter the numbers you want the system to use as the next number for invoices, contracts, etc.; to enter the leasing company you want the system to use as the default; to enter the default billing type and default rental term; to enter the printer and format you use to print bar codes; to enter the data path for electronically imported credit reports; or to edit the companys name, address, and phone number entered when the company was added. Terms to enter up to 9 rental terms in RCMS. You may define the term name, billing frequency, and proration attributes for each term defined. Contracts to enter the companys default contract settings. Inventory to enter the companys default inventory settings, such as the default rental schedule to use if no other is specified, and whether specific types of inventory are available for rent, sale, or both. Commissions to enter the companys default commission information. Printing to enter the companys default printer settings. Pricing Level to define up to nine pricing levels and designate the default pricing level. Web to Web Enable RCMS and choose the preferences displayed when using the optional RCPreferences Commerce program. RC-Commerce is an ecommerce program that seamlessly reads all of the RCMS data tables.
The remainder of this section describes the System, Terms, Contracts, Inventory, Commissions, Printing, Pricing Level, and Web Preferences options.
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2.3 Adding Company Set-up Information Entering System Information

Choose System from the Change Setup Information submenu to enter default information about the numbering system your company uses on forms, the leasing company used most often, and the electronically generated credit reports. When you click on the Systems tab, the Systems form appears. In this form you record the starting number sequence for your invoices, contracts, and inventory items.
Systems Tab
Figure 1-1
The Company Number cannot be edited after the company has been created. The Company Name field can only be changed in System Manager. See the System Manager Appendix for details. Company Number: Shows the number of the RCMS company with which you are working. Company Name: Displays the company name.

Linking to General Ledger Link to Ledger?: If you are using RCMS for the first time, we recommend that you wait to link until you have entered your customers beginning balances. You can then set up the link by choosing Change Setup Information from the Rental Control System menu, then choosing the System tab. Choose Yes to if you want to link RCMS to GL. No if you dont want to link RCMS to GL. See 5.1Understanding Linking for complete instructions on linking to General Ledger. Default GL Link Code: (This field only displays if you answer yes to Link to Ledger?) This field shows the linking code that will be used if no other is specified. Customize: Allows you to customize the look and feel of RCMS, suppress popups and set defaults. a. Ability to suppress popup prompts: i. Credit Application prompt (after adding new customer) ii. Order Status window (when saving quote/reservation). When this screen is suppressed the default values (also set in customize screen) will be used. iii. Totals for Contract (when saving quote/reservation/contract) iv. Rental/Sale/Lease - Suppresses Rental/Sale/Lease from appearing on printed forms. v. Sale on Return (when returning items from contract) vi. Append Item Prompt -Enables Auto-Append mode. If you convert an order to a contract and have an existing contract with identical terms this will append the new order to the existing contract automatically without prompt. This should be enabled for clients that want to always append orders to one contract per customer.
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b. Ability to set values for common prompts: i. Confirm/Approve Order prompt: 1. Confirmed Order 2. Approved Order 3. Create Reservation 4. Assign Assets ii. Customer File Maintenance (adding new customer) 1. Taxable 2. Default Salesperson to logged in user 3. Tax District Code 4. Payment Terms iii. Contract Print Option Grid Defaults 1. Print Work Order (after saving quote/reservation/contract) c. User Variables - Change the following RCMS fields to match your own
terms. Note: This Nomenclature appears only in the Order Processing and Customer File Maintenance screens currently. These do not appear on various reports and screens throughout the system. i. Customer ID ii. Contact iii. Business Type iv. Company v. Area (new field after address line 1) vi. Quote vii. Order viii. Reservation ix. Contract Company Number: (This field only displays if you answer yes to Link to Ledger. Enter the number of the General Ledger company you want to link with this RCMS company. Company Name: (This field only displays if you answer yes to Link to Ledger.) Shows the name of the General Ledger company you selected. Work Orders: Choose Yes to utilize the RCMS Work Order and Scheduling options. No to disable this feature.

Omit Configuration Orders: Choose Yes if you want to omit configuration orders. No if you do not want to omit configuration orders. Enter Delivery Notes: notes that show on the delivery work order. Using Future Reservations Future Reservations: The next setting lets you choose whether or not to use Rental Controls future reservations feature. This feature allows you to select items currently included on a contract with a firm end date and reserve them for a future rental contract. Choose Yes to use the future reservations feature. No if you do not want to use future reservations. You can also press the <Spacebar> to toggle between the Yes and No options. When you finish entering the System Settings (and the General Ledger Link Codes if you chose to link to GL) and if you chose to use future reservations, the program will ask you to confirm that you want to use this feature. Once this feature is turned on, it cannot be turned off. Assign Asset: When saving a quote/reservation and you choose to auto assign assets, this switch determines whether it is done on a fifo (first in first out) or lifo (last in first out) basis. Use Bank Code: Enables an additional field in Order Processing and Item screens to assign a bank code. System-assigned Numbers Next, you enter the number you want the system to use as the next number for invoices, contracts, etc. The system will use the number you enter here first, then increment them sequentially. Next Invoice: Enter a starting point for your invoice numbering system.
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Next Contract: Enter a starting point for your contract numbering system. Next Serial Number: Press Yes to have RCMS automatically assign serial numbers to your asset items, beginning with the number you specify. No if you do not want RCMS to automatically assign serial numbers to new asset items. You can also press the spacebar to toggle between the Yes and No options. If you answer Yes, enter a starting point for a serial numbering system, if you have one. Next Work Order: Enter a starting point for your work order numbering system, if you have one. Next Trans Order: This field is reserved for future use and is not currently used by the program. Next Detail Invoice: Enter a starting point for your summary/detail invoice numbering system. Next Package ID: Enter a starting point for a package ID numbering system, if you have one. Next Master Item: Enter a starting point for a master item numbering system. Next Asset Item: Enter a starting point for an asset item numbering system. Default Billing Information Next, enter the billing information to be used as the default for your rental and sales transactions. Default Billing Type: Select Event in Advance
to bill customers periodically in advance, for event oriented contracts, depending on the frequency selected (such as weekly or monthly) until the contract expires.

to bill in arrears at preselected intervals. You may set intervals on the Contract Anniversary Date: 1st, 10th, 15th, 20th, 25th, or the last day of the month (EOM). Event in Arrears to bill customers periodically in arrears, for event oriented contracts, depending on the frequency selected (such as weekly or monthly) until the contract expires. Periodic in Advance to bill customers periodically in advance depending on the frequency selected (such as weekly or monthly) until the contract expires. Total in Advance to bill contract amounts in advance for a specified period of time by selecting a beginning and ending date. This period will be billed on the initial invoice and then occur on a weekly or monthly basis, depending on the frequency selected, until the contract expires. Total in Arrears if you want to create a rental contract but do not want to create an invoice until the equipment is returned. When the equipment is returned, RCMS will create an invoice for the proper amount.
Periodic in Arrears
Prorate late return on daily rental by: When a contract is returned after the Contract End Time, the program uses this field to calculate whether to prorate by the hour or by the day. to prorate late returns by the hour. Select Hour Day to prorate late returns by the day. Add starting day when billing in arrears daily: RCMS normally bills in 24-hour increments. Some companies feel that if you bill, for example, from the 24th through the 25th, that it is 2 days. If you want to bill a 24-hour period as 2 days, select Yes for this field.
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Press
Yes No
if you want a 1 day rental to bill for 2 days. if you want a 1 day rental to bill for 1 day. Allows user to choose whether to enter cash receipts by invoice no. or PO number.
Cash Receipts Defaults:
Rental Term: Select your default rental term from the drop-down menu. Select Daily to make the Daily Term the default when entering quotes, reservations, and contracts. Weekly to make the Weekly Term the default when entering quotes, reservations, and contracts. Monthly to make the Monthly Term the default when entering quotes, reservations, and contracts. For more information see Rental Rate Grid on page 114. Day to bill Periodic in Arrears: When the billing type is Periodic in Arrears, this field is used to determine what day of the month will be used as the contract anniversary date. This field is only active if the default billing type is set to Periodic in Arrears, and the default rental term is monthly.

Select
1 5 10 15 20 25 EOM ANNIV
if the contract anniversary date is the first of the month. if the contract anniversary date is the fifth of the month. if the contract anniversary date is the tenth of the month. if the contract anniversary date is the fifteenth of the month. if the contract anniversary date is the twentieth of the month. if the contract anniversary date is the twentyfifth of the month. if the contract anniversary date is at end of month. if the contract anniversary date is to be 1 month from the contract start date.
Edit Purchase Price & Date: Switching this to Yes will allow users to edit the purchase price and purchase date of asset items. Note: Turning this switch to yes does not conform to GAAP and Offshore IT Solutions will not be responsible for the integrity of your data. Cash Receipt Tax Amount: Enables Tax Amount field when entering cash receipts. The Tax Amount field is for informational purposes only and is not used for any calculations.
Leasing Company
Leasing Company ID: Enter the leasing company ID you want the system to use as a default. Use Leasing Company if you do third party leasing. You can have multiple leasing companies, but when you build a quote and choose Rates to look at the lease rate, this is the company whose
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rates you will see, unless you choose a different leasing company at that time. Leasing Company Name: Displays the name associated with the leasing company ID you entered. You cannot edit the leasing companys name on this screen. To change the leasing companys name, see Changing Leasing Company Information on page 263. Credit Report Information If you get credit information on your customers electronically, use these fields to specify where Dun & Bradstreet or Equifax credit reports are stored on your system and the file extensions that the reports use. D&B Rpts: Enter the complete path for the directory where you store Dun & Bradstreet credit reports; for example, C:\DUN\REPORTS. TRW Rpts: Enter the complete path for the directory where you store TRW credit reports; for example, C:\TRW. Extn: Enter the three-character file extension that D&B and/or Equifax credit reports use when theyre saved on your system. Enable Web RC?: Enter Yes if you are using RC-Commerce and want to web enable the program. Allow Update From RC-Commerce: Setting this field to Yes allows RC-Commerce to write information directly into RCMS. Show Products?: Press Yes if you want to display pictures or graphics for each Master Item that is web enabled in RC.-Commerce. No if you dont want to display pictures or graphics. Choose Save
Cancel Exit
to save the information. to quit without saving any changes or additions. to exit the window and return to the main menu bar.

Terms Tab When you click on the Terms tab, the Terms form appears. You may define up to 9 Rental Terms in RCMS. Enter the Rental Term description name, billing frequency, and proration attributes.
Figure 1-2
Rental Term: Enter the terms, or labels, for each of the rental terms you wish to define. Billing Frequency: For each rental term enter a unit of time, either daily, weekly or monthly, for which you want the contract to bill. to define the rental term as daily. Enter D W to define the rental term as weekly. M to define the rental term as monthly. Duration: Enter the number of time units that define the Rental Term. For example, for a rental term of Yearly, if the unit of time entered in the Billing Frequency field is MONTHLY, then the proper duration is 12.
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Pre-cancellation Penalty (Yes/No): Press Y if you want the system to warn you when a contract is returned before the Duration is complete. N if you dont want the system to warn you when a contract is returned before the Duration is complete. Prorate 1st Period? (Yes/No): Press Y if you want the first period to prorate. N if you do not want the first period to prorate. Proration Days: Enter the number of days by which a rental period will be prorated; that is, the system divides the rate by this number to determine the prorated amount. If the frequency is Daily then this field should be 0. The maximum range for this field is 31 days for Monthly frequency and 7 days for Weekly frequency. The minimum value is 0. Proration Cutoff Day (day #, 0-31): Enter the number of days into the billing period after which no prorated credit will be issued if equipment is returned early. For example, if a customer returns equipment before the cutoff day, a prorate credit will be issued for the difference between the amount billed in advance and the number of days the customer actually had the equipment during that billing period. Grace Hours: Enter the number of hours, which is allowed beyond the contract end time for a rented item to be returned without additional charge. Base Rate: Enter the number corresponding to the Rental term that is the base rate on which all other terms will be based.
Please note that once you save your Base Rate, it cannot be changed.
Round Rent to the nearest dollar: The default is set as Yes. Enter No if you do not want the rental amount displayed in Quotes, Reservations, and Contracts to round to the nearest dollar.

When you reach the bottom of the screen, choose from the following options: to save the information. Choose Save Cancel to quit without saving any changes or additions. Exit to exit the window and return to the main menu bar. General Ledger Link Codes When you save your entries and if you chose to link to a General Ledger company, a screen displays where you enter the account numbers for the default linking code. Link codes are three-character codes that stand for General Ledger accounts that receive the information you transfer from RCMS to General Ledger when the two applications are linked.
Figure 1-3
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Choose Edit to change the account numbers that correspond to the default general ledger account to which transactions will be posted. Main (only displays if you are on the 2nd screen) to display the Main screen of account numbers corresponding to the selected Linking Code. 2nd Screen (only displays if you are on the Main screen) to display the 2nd screen of accounts numbers. Exit to return to the Rental Control Main Menu bar.
If you choose to edit the description or the account numbers, choose from the following options when you finish: to save the information. Choose Save Cancel to quit without saving any changes or additions. Exit to exit the window. To add or change link codes, choose General Ledger Link Codes from the Maintain menu. See Understanding Linking on page 686, Setting up the Link on page 690, and Adding and Changing Linking Codes on page 693. Future Reservation Feature Confirmation If you chose to use future reservations, the program asks you to confirm that you want to use this feature. Once this feature is turned on, it cannot be turned off. to use future reservations. Choose Save Cancel to quit without selecting future reservations. When you choose Cancel, all other System Settings will be saved; that is, only the choice to use future reservations will be cancelled.

Contracts Tab When you click on the Contracts tab, the Contracts form appears. Choose the settings most appropriate for your business.
Figure 1-4
Default Contract Begin/End Time: Enter the time of day that all contracts shall begin and end, regardless of the time that the equipment is delivered or picked up. You can change these at the time you create the contract. Quote Hold Period (days): Enter the number of days that you want RCMS to save quotes in the contract file before it purges them. Quotes are purged using the Purge Obsolete Quotes option on the Utilities submenu of the Transaction menu. For example, suppose you enter 60 here. When you choose Purge Obsolete Quotes, the system will remove any quotes from the contract file that are older than 60 days.
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Get Damage Waiver? Press Y if you generally require damage waivers from customers. N if the company usually does not require damage waivers. Damage Waiver billed by: If 1st period then damage waiver is charged for one period, If set to recurring then the damage waiver will be billed for each period of the contract. Edit Line Discount: If set to Totals only then you will only be able to set a single discount percentage (for rental and sales) for all items on a contract. Line Item allows you to set the discount for each individual item on a contract and/or a total contract discount Get deposits? Press Y if you generally require deposits from customers. N if the company usually does not require deposits. Immediately bill? Press Y to immediately generate an invoice when you change a contract. N to wait until regular billings are generated to invoice changes. IMPORTANT: When you first set up RCMS, turn this option off. After you enter open contracts, enter customer beginning balances, and run the RCINIT VFP program file, return to this screen and turn the option back on. See Entering Open Contracts and Beginning Balances on page 266. Deliver Work Order: Press Y to immediately generate a delivery/return work order when an order is confirmed. N not to immediately generate a delivery/return work order when an order is confirmed. Damage Waiver %: Default damage waiver percentage.

Print Delivery Check List: If Yes, this will print a delivery check list after each contract is printed. This requires a custom form modification by Offshore IT Solutions Tagging Items: Prompt - will prompt for each item tagged so that you may change the qty, price, etc. Auto Add - will add all items tagged to contract with default values. Will have to manually edit lines if changes are necessary. Return partial deposits? Press Y to return a portion of a customers deposit when they return one item on a contract. N if you only return customer deposits in full when all of the equipment on a contract has been returned. During the return process, you can override this option and return any portion or all of the deposit. Default Contract End Time: Enter the Default Contract End Time that will appear in the scheduling screen when creating contracts. Enter Point of Sale Receipt? Press Y if you do want to enter a cash receipt immediately after generating invoices. N if you dont want to enter a cash receipt immediately after generating invoices. Firm End Date: Press Y if you want this field to automatically be set to Yes in the Default Scheduling window. N if you do not want this field to automatically be set to Yes in the Default Scheduling window. Auto Convert Qty: When Yes, Qty type master items will be automatically converted in reservations and contracts.
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Rental Delivery Type: Select the method that the company commonly uses to deliver rental equipment. Rental Default Wty Type: Select the type of warranty the company typically provides for rental equipment. Rental Return Type: Select the type of return generally used when the company recovers rental equipment. Sale/Lease Delivery Type: Select the method that the company commonly uses to deliver sales/lease equipment. Sale/Lease Default Wty Type: Select the type of warranty the company typically provides for sale or lease equipment. Sale/Lease Return Type: Select the type of return generally used when the company recovers sales/lease equipment. Default Tech Assembling: Enter the user ID of the technician usually responsible for equipment assembly. Press <F2> to select from a list of user IDs. Default Tech Verifying: Enter the user ID of the technician usually responsible for verifying equipment assembly. Press <F2> to select from a list of user IDs. Default Payment Type: Enter the most common payment type accepted for your companys contracts. Default Return Status: Enter the availability status that returned equipment is usually set to. Use the spacebar to toggle between options. Default Item Type for Quote: Sets the default radio button selected for quotes/orders Default Item Type for Reservation/Contract: Sets the default radio button for reservations/contracts Buyout %: Enter the percentage of a customers rental dollars that can be applied towards purchase if they choose to buy the equipment. Maximum Accrual: Enter the maximum percentage of the contract value that will be allowed to accrue. For example, you may allow 50% of a customers rental payments to accrue towards a maximum of 85% of the contract value for the item(s) they wish to purchase.

This information appears on rental contracts. It is also used by the system to calculate RTO (rent-to-own) buyout quotes from within any rental contract. Data Entry Confirmation Level: if you want the users to be presented with every data Select High entry screen before the contract detail browse is displayed. Medium if you want to only display the Default Scheduling Window before the contract detail browse is displayed. Low if you do not want any windows to appear before the contract detail browse is displayed. Default for Contract Browse: Enter the column that you want to see in the Main Contract browse. We have found that clients want to see different information in this browse, and have given a setup option to define the browse. to display the Billing Type. Select Billing Type Contract ID to display the Contract ID. PO Number to display the PO Number. Contact Name to display the Contact Name. Default Browse for Line Item: Price - Displays items rental price and sundry information Qty Available - Displays qty available in both the company and stock location (if enabled). Note, this setting will degrade system performance as availability will be checked for each line item on contract. Schedule - Displays the Scheduled out and in dates for each line item on contract.
Customize Browse:
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Press
Y N
if you want enter custom FoxPro code to design specific browse settings. if you do not want enter custom FoxPro code to design specific browse settings.
Default for Contract Detail Browse: Enter the column that you want to see in the Contract Detail browse. We have found that clients want to see different information in this browse, and have given a setup option to define the browse. to display the Billing Type. Select Billing Type Contract ID to display the Contract ID. to display the PO Number. PO Number Contact Name to display the Contact Name. Contract ID to display the Contract ID. Show Instock Items: Specifies whether In Stock radio button is checked by default in Reservation/Contracts Choose Save
Cancel Exit
to save the information. to quit without saving any changes or additions. to exit the window.

Inventory Tab When you click on the Inventory tab, the Inventory form appears. You see the Inventory Settings screen with the company number and name displayed at the top.
Figure 1-5
Availability Flags
This option lets you specify whether master packages, master items, asset packages, and asset items are available for rent, sale, or both. For example, if you usually rent asset items, rather than sell them, you would select Rental as the availability flag. You can change this setting when you add the actual items or packages.
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Master Package/Master Item/Asset Package/Asset Item: Select Rental for the types of inventory that are only available to rent. Sale for the types of inventory that are only available to sell. Both for the types of inventory that are available for rent and sale. To select a choice, press the first letter in that choices name, or press the spacebar to toggle through the choices. Press <Enter> when the choice you want displays. Turn-around Time (days): If you need time to prepare an item before it can be sent out on another rental, enter the number of business days you require between the time an item is returned and the time it can be sent out again. Tracking Stock Locations The Stock Location feature allows you to track inventory within your warehouse(s). You designate the valid stock locations from within the Location Maintenance Screen When you use this feature, you can track inventory locations by item or by package. Tracking Stock Locations by Package When you track inventory locations by package and you return packages from rental, the system will ask you for the stock location. This means you keep all items for that package in one place in the warehouse. Tracking Stock Locations by Item When you track inventory locations by item and you return a package from rental, the system will ask you for the stock location of each item. When you return packages from rental and are tracking by item, the system will ask you for the stock location of each item in the package. This means you may keep items within the package in different areas of the warehouse, such as monitors on one shelf, keyboards on another, and computers on another even though they still belong to one package.

Whether you return packages or items, the system also gives you the choice of the default location, which you set up here. The default location is often your main location. When you return asset items to stock, you are also given the option to return it to return the item to the original location. This gives you complete flexibility on whether to return an item or package to the original location. Track Stock Locations?: Press Y to track inventory locations in your warehouse(s). Default: Enter the code for the stock location you most commonly track. Track by (Package/Item): Press P to track stock by packages. I to track stock by item. You can also press the space bar to toggle between the two selections. Long Location Title: Enter the long title of the location you track. Short Location Title: Enter the short title of the location you track.
Multiple Warehouse
This feature tracks inventory within multiple warehouse locations. The Multiple Warehouse feature works with the Stock Location feature described earlier to track the location of inventory within a single warehouse. The Multiple Warehouse enhancement allows you to setup and store quantitied items at multiple warehouses. The Multiple Warehouse Enhancement adds additional functionality by allowing you to setup multiple warehouse locations, record the warehouse address information, optionally print any warehouse address information on transaction forms and check inventory availability for one or all warehouses within a single screen.
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The Multiple Warehouse Feature may only be used if you have the Stock Location Feature turned on. Use Multiple Warehouses?: Select Yes to turn on the Multiple Warehouse feature. After setting Multiple Warehouse field to Yes, a prompt will appear asking you for your Activation Key. This activation key must be obtained by calling your RCMS representative. The next dialog box that will appear warns that once this feature is turned on, you will be unable to go back to a single warehouse scenario without the help of an RCMS programmer. If you are already using the Stock Location Feature to track multiple warehouses, you will already have set the default value for your Stock Location. If you are using the Stock Location and the Multiple Warehouse features for the first time, it is important to enter the main Warehouse Location ID in this field. When adding new assets or returning rental items, you will have a choice to place these items in the Default warehouse, the warehouse the item originally came from or the warehouse associated with the user upon login. You will also want to change the Long Description field to Warehouse and the Short Description field to whs or some other abbreviation for warehouse. After setting the Multiple Warehouse Feature on, you should add your warehouse address information from the Maintain > Locations Menu. The Multiple Warehouse Feature will now be ready for use.
Using the Multiple Warehouse Feature
When you log into RCMS you will see a browse of the warehouses that have been previously set up. Once you have selected the users default warehouse for the first time, this becomes the default warehouse which is highlighted in the browser each time you log into RCMS. The users default warehouse is important because it becomes the default warehouse when checking availability or when adding items to a reser-

vation or contract. You will have the capability of changing warehouse views if you do not have sufficient inventory within your default warehouse. Notice that after you log into RCMS the warehouse identifiers on the information bar at the bottom of the screen change to reflect the users default warehouse. The Warehouse ID on the left indicates the current warehouse when adding items to a reservations or contracts. If during contract processing you change to a different warehouse, the Warehouse ID on the right side of the identification bar changes to show you the current warehouse you have chosen for allocating items.
Exchange / Conversion
Item selection filter for exchange/conversion: Select the default inventory type to use for exchanges and conversions: Master Item, Group, or Substitution Groups. Press the space bar to toggle through the available choices and make your selection. The inventory type you select here will be the only one available for conversions unless the user has administrator rights or has been given the System Manager privilege to change this option.
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See the System Manager Appendix III for details on assigning user privileges, and Converting Quotes, Reservations, and Contracts on page 460. Use Bin?: Specifies whether to enable Bin field for item location. Use Shelf?: Specified whether to enable Shelf field for item location. Bin Mandatory?: Specifies whether the Bin field is a mandatory field (i.e. can not be blank). Shelf Mandatory?: Specifies whether the Shelf field is a mandatory field (i.e. can not be blank). Title for Bin: Allows you to change the Bin label. Title for Shelf: Allows you to change the Shelf label. Use Rule Table for Validation: Specifies whether the Bin and/or Shelf fields will be validated against a rule table (set in System Manager). Edit Asset Item Usage: Switching this to Yes will allow users to edit the usage (depreciation) of asset items. Note: Turning this switch to yes does not conform to GAAP and Offshore IT Solutions will not be responsible for the integrity of your data. Bank Code: If Bank Code is enabled in System tab, the bank code entered in this field will be written to asset items returned on a contract. Inventory Transfers: Choose Yes if you are maintaining separate companies within RCMS for different branch locations or warehouses and want the ability to create transfer orders to transfer inventory between companies. No if you are only using one company in RCMS and do not want to use this feature. Do not confuse the Inventory Transfers feature with the Stock Location and the Multiple Location feature. Please have a thorough understanding of these features and how you want to set up RCMS in a multiple location environment before setting up RCMS.

Automatic Transfers: Choose Yes if you want to initiate Automatic Transfers of inventory between branches. No if you do not want to initiate Automatic Transfers of inventory between branches. The Automatic Transfer feature is only enabled if Inventory Transfers is set to Yes. Choose Save
Cancel Exit
to save the information. to quit without saving any changes or additions. to exit the window.
Commissions Tab
When you click on the Commissions tab, the Commissions form appears.
Figure 1-6
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New Sales Commissions Basis/Type: Select Gross Sales
to base commissions for new equipment sales on a percentage of the gross sales. Gross Margin to base commissions for new equipment sales on a percentage of the gross margin.
Gross Sales Rates $: Enter the dollar amount ranges on which you pay commissions for new equipment sales. Used Sales Commissions Basis/Type: Select Gross Sales
to base used equipment sales commissions on a percentage of the gross sales amount. Margin, Cost to base commissions for used equipment sales as a percentage of gross margin based on the items cost. For example, if you paid $150 for a used item and sell it for $125, the commission is based on a percentage of the negative $25 margin. Margin, Book to base commissions for used equipment sales as a percentage of the gross margin based on the items book value. For example, if a used items depreciated value is $100 and you sell it for $110, the commission is based on a percentage of the $10 margin.
Gross Sales Rates $: Enter the dollar amount ranges on which you pay commissions for used equipment sales.
Rental Commissions
Frequency: Select First billing

All billings
to only pay commissions for rental contracts on the first billing. to pay commissions on all recurring rental billings.

Gross Rental Rates $: Enter the dollar amount ranges on which you pay commissions for rental contracts. Service/Labor Commissions Basis/Type: Select Gross Sales
to base commissions for service and labor on a percentage of the gross sales. Gross Margin to base commissions for services and labor on a percentage of the gross margin.
Gross Sales Rates $: Enter the rental contract dollar ranges on which you pay commissions for service and labor. When you reach the bottom of the screen, choose from the following options: to save the information. Choose Save Cancel to quit without saving any changes or additions. Exit to exit the window.
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Printing Tab When you click on the Printing tab, the Printing form appears. Use this screen to enter the default settings your company uses when printing invoices, contracts, work orders, packing-lists, and inventory bar code labels.
Figure 1-7
Suppress company name on forms: Press Y if you want the company name on the forms. N if you dont want the company name on the forms. Print Contract after Saving Contracts: Sets the default in the print options grid on whether to print the contract form after saving a contract. Print Cond. Agreement: Prints a conditions of agreement on the back of contracts (requires duplex printer and a custom form from Offshore IT Solutions)

Company address for forms: You may select alternate company addresses for printing on forms. Print Invoice after Saving Contracts: Sets the default in the print options grid on whether to print an invoice form after saving a contract.
Invoice Information
Suppress package detail Select Y if you want only the package description line to appear on invoices. Select N if you want the individual items that make up a package, and not just the package description, to appear on invoices. Suppress company/address Select Y if you print invoices and statements on forms that are preprinted with your company name and address. N if you do not use preprinted invoices and statements. Line item format: Invoice: Select R if you want identical assets to be represented as a single line with a quantity, a unit rental rate, a description, and an extended price on printed invoices. S if you want all assets or packages rented to be represented separately on printed invoices. Print Total Due: Select Y if you want the total balance on the customers account to display on the invoice. N if you do not want the total balance on the customers account to display on the invoice. Include Remit-To Information Press Y to use a Remit-To address, different from your physical address, on invoices. N to use your physical address on invoices.
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If you choose to use a Remit-To address, after pressing Y, press <Enter> to access the Edit Remit-To Address dialog box and enter your Remit-To address. Packing Slip: Select R if you want identical assets to be represented as a single line item, choose this option. S if you want all assets or packages rented to be represented separately, choose this option. Suppress Contract ID: Suppresses Contract ID from appearing on invoice. Number of copies (Default): Enter the number of invoice copies (up to 10) that you usually print. You can change this number when you actually print invoices. This option does not affect the way serialized items are printed on contracts, where you always want complete information for every asset rented.
Contract Information Terms (Comment ID): Enter the code that represents the terms you want printed on the contract. Press <F2> to select from a list of codes. Signature line: Enter the text that you want to appear beneath the companys signature line on contracts. Drivers License Line: Enter drivers license information. Line item format: Select R if you want identical assets to be represented as a single line with a quantity, a unit rental rate, a description, and an extended price on printed contract. S if you want all assets or packages rented to be represented separately on printed contract. Contract Identifier: Need something here

Press
Y N
if you want the Contract Identifier to display. if you do not want the Contract dentifier to display
Alternate form ID: Enter an alternate form of ID. Suppress contract value: If you dont want the retail price of items to appear as the contract value on your rental contracts, you may choose to suppress this information. Suppress buyout clause: Press Y if you do not want buyout information to printed on contracts. Work Order Line Item Format: Select R if you want identical assets to be represented as a single line item, choose this option. S if you want all assets or packages rented to be represented separately, choose this option. Line Discount or Totals Only: Select D if you want to display the discount % for each line item on the printed contract. T if you want to display the extended amount for each line item before the discount is applied on the printed contract. It also displays the total discount for all lines before the sub-total.
Work Order Comment IDs
Acknowledgment Text: You may place a default Comment ID here if you want a standard comment to appear on your work orders. Delivery Text: You may place a default Comment ID here if you want a standard comment to appear on your work orders. Return Text: You may place a default Comment ID here if you want a standard comment to appear on your work orders. Separate printer for picking-list?: Press Y if you use a separate printer for contract picking-lists.
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If you answer yes to a separate printer for picking-lists, the program prompts you to select the printer type from a displayed list.
Barcode Printing
Printer & format: Select the printer/format combination you want to use when you print barcode labels for your inventory. Item ID: Select Serial No.
to include an items serial number on bar code labels. Misc. Code to include an items Miscellaneous Code on bar code labels. Model to include an items model number on bar code labels.
Label Size: Press S to select small barcode labels. M to select medium barcode labels. L to select large barcode labels. Density: Press H
M L
to select high density. to select medium density. to select low density.
Print Co. Name on Med./Large labels: Press Y if you want the company name printed on medium and large barcode labels. The company name can only be printed on medium or large labels. This option is not available for small barcode labels. Print Description on Med./Large labels: Press Y to print the item description on medium and large barcode labels. The description can only be printed on medium or large labels. This option is not available for small barcode labels.

When you reach the bottom of the screen, choose from the following options: to save the information. Choose Save Cancel to quit without saving any changes or additions. Exit to exit the window.
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Pricing Level When you click on the Pricing Level tab, the Pricing Level form appears.
Figure 1-8
Number of Pricing Levels: Enter the total number of pricing levels you want defined. You may enter from 1 to 9 pricing levels. Description: Enter the description for each Pricing Level you are defining. 11 Rental Rate Factor Code: Enter the Rental Rate Factor code you want to associate with each defined Pricing Level. Press <F2> to select from a list of available rate factors. Description: This field displays the description of the Rental Rate Factor Code associated with each Pricing Level. Default Pricing Level: Enter the number of the Pricing Level you want to designate as the default.

When you reach the bottom of the screen, choose from the following options: to save the information. Choose Save Cancel to quit without saving any changes or additions. Exit to exit the window and return to the main menu bar.
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Web Preferences When you click on the Web Preference tab, the Web Preference form appears.
Figure 1-9
Company Information
Company: Enter the company name. Address1: Enter a street address or PO number. Address2: Enter information such as, an apartment number, etc. City/State/Zip Code/Phone/Fax: Enter city, state, zip code, phone number, and fax number information. Web-Address: Enter website address information. E-Mail: Enter E-mail address information.
General Information
Display Mailing List Request: Determines whether request for mailing list displays on registration page.

Display Company Size Request: Determines whether the company size request is displayed on the registration page. Display Item Quantities: Determines whether item quantities are displayed. Display Packages/Kits Detail: If enabled will display the contents of packages/kits. Enable Search Products Option: Enables the Search Products option on the left menu of RC-Commerce. Enable Website: Determines whether you want the website enabled in RC-Commerce. Select Sales Enable site to use sales items. Rental Enable site to use rental items. Both Enables site for both rental and sales. Sales Price: Select from the drop down list whether you want to use the Retail Price, Used Sale Price, or Used Sale Price. Name of Master Item: Define the name you want to display for your individual items (i.e. Individual). Billing Type: Set billing type for rentals made in RC-Commerce. Days Before Week: Number of days (1-7) when a daily contract is considered a weekly contract. Sales Price Heading: Define the heading to be used for Sales Price (i.e. Retail or List Price). Pricing Level Used for RC E-Commerce?: Select from the drop down list the Price Level to be used for your web transactions. Method of Shipping Fees: Choose the method that will be used for shipping fees. (Flat Shipping, Shipping By Currency, Shipping by Weight) Name of Packages/Kits: Define the name you want to display for your Packages/Kits (i.e. Groups of Items). RC-Commerce Order Type: Specifies whether orders in RC-Commerce are saved as quotes or reservations.
Rental Terms
Term: Set the rental terms allowed from within RC-Commerce.
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Quote Order Comments Quote/Order Date Comment: If an incorrect date is entered a error message will be displayed to the user. You may define the error message here. Quote/Order Time Comment: If an incorrect time is entered a error message will be displayed to the user. You may define the error message here.
Order Confirmations
Include Condition of Agreement: Check this box if you want Conditions of Agreement to display when viewing the quote/order. Enable Order Confirmation fields: Check this box if you want the Order Confirmation fields to display. Your Responsibility Heading: Enter the description for the Heading. Your Responsibilities: Enter the text that will display below the heading. Our Responsibilities Heading: Enter the description for the Heading. Our Responsibilities: Enter the text that will display below the heading
Web Files Settings
Web Files Path: Enter the drive and directory path where your RC-Commerce files are stored. Choose Save
Cancel Exit

Maintain Locations In the Maintain menu on the main window, choose Locations from the pull-down menu. The Maintain Locations window appears. Use this window to keep track and maintain information about warehouse locations.
Figure 1-10
Location ID: Enter the Location ID for the new location you are adding. If you want to see a list of existing locations, click the list icon to the right of the field. A list of location IDs is displayed. Description: Enter a description of the location. Address1: Enter the street address of the location. Address2: Enter information, such as an apartment number for the location. City, State, Zip: Enter the city, state, and zip code of the location. Phone: Enter the phone number of the location. Country: Enter the Country of the location. Location Segment Value: Enter the General Ledger Account Segment Value if you have enabled GL posting by location.
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2.3 Adding Company Set-up Information Changing Company Information

You can change company information on the same screens where the information was originally entered. To change company information, choose Change Setup Information from the System menu, then choose the type of information you want to change from the submenu. When the screen you chose displays, you can change any of the highlighted fields. After you make changes and move to the bottom of the screen, choose from the following options: to save the information. Choose Save Cancel to quit without saving any changes or additions. Exit to exit the window and return to the main menu bar.
Deleting Companies
In order to delete a company, you must first delete all of the applications attached to that company. See the System Manager Appendix for instructions on deleting a company.
Deleting an Application
Deleting an application or company will cause you to loose all data for that application or company.
To remove the Rental Control Management System application for a company, choose System Manager from the Programs menu, choose Companies from the Maintain menu, then choose Companies from the submenu that appears. See the System Manager Appendix for complete instructions.
2.4 Rental Rate Grid

Typically, a rental business has thousands of items with different rates, depending on the rental term. Often, the longer the rental term the greater the discount given the customer. RCMS provides you with a flexible system for rental rate application that can be tailored to your business specific needs. The Rental Rate Grid allows the user to define the relationship between the base rate and the other rental terms that have been defined. All of your rental terms will either be a percentage or a multiplier of your base rate. You may define as many rental factor codes as you need. Default Rental Rate Factor Code Choose Rental Rate Grid from the Maintain menu.To define the default Rental Rate Factor Code select DEF from the Rate Factor Code browse screen. Choose Edit from the Rental Rate Grid Maintenance screen. Select DEF from the list of Rate Factors and edit the rental rate factors to be a multiple or fraction of the Base Rate and select Save.
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Figure 1-11
Company Number: This field displays the Company Number. Company Name: This field displays the name of the company. Base Rate Term: This field displays the billing term on which the Base Rate is defined. Rate Factor Code: This is a three character code that corresponds to the Rate Factor being viewed or created. Rental Factor Code Description: This is a 30 character description for the code. Rental Factor Code Daily/Weekly/Monthly/3 Monthly: Enter the rate factor as a multiplier or a percentage of the base rate for each of the terms that have been defined. The rental factor for the Base Rate is set to one by default and disabled.

Adding Rental Rate Factor Records You may add additional Rental Rate Factor records for items in your inventory for which you wish to have different rate factors than the default setting. At the Rate Factor dialog box enter the Rate Factor Code that you wish to add. You will see the following prompt: Copy default values from an existing record? Choose Yes
No
to copy another rate factor codes information to the new schedule. to enter new information.
When you choose to copy information, you see the Rate Factor to Copy dialog box. Select the Rental Rate Factor Code you wish to copy. You may edit any of the information copied. When copying information from existing Rental Rate Factor records, be sure to assign the proper Rental Factor Code Description to the new Rental Rate Factor Code you are creating. Associate the new Rental Rate Factor Code ID with any Master Item, Master Package, or Group records that you wish to have different percentages than the default Rental Rate Factor Code. When you reach the bottom of the screen, choose from the following options: to save the information. Choose Save Cancel to quit without saving any changes or additions. Exit to exit the window and return to the main menu bar.
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2.5 Adding Tax Districts

If you need to add additional Tax Districts, you must do this before you add your customers. When you add a customer or create a line item manual invoice, you can enter Tax District location code that has a corresponding sales tax rate. If the customer or billing is subject to sales tax, the program uses this information to calculate the correct tax. RCMS provides a predefined list of sale tax districts. When you press <F2> on a Tax District field, you see a list of districts from which you can select. When you enter a district that appears on the list, RCMS automatically fills in the correct Tax Rate. The rates for the predefined sales tax districts were accurate as of the release date of the program. If you think one or several of the predefined rates may have changed, contact the appropriate agency in your state for updated information.
Understanding Tax Locations
A tax district can contain up to six different tax entities for a given tax location. These entities may be city sales tax, state sales tax, municipal tax, county sales tax, etc. Each entity can have a different tax rate associated with the rental or sale of an item. The program sums the rates you enter for each entity into one percentage, but you can have the percentage for each entity posted to a separate general ledger account number. This allows the tax liabilities to be accumulated separately in the general ledger for accounting or report generating purposes. For example, you could have a Tax District of AL (for Alameda) that includes a state tax entity with an 7 percent tax rate, a city tax entity with a 1 percent tax rate, and a municipal tax entity with a 0.25 percent tax rate. When you sell an item that uses the AL tax district code, the program

calculates the total tax as 8.25 percent, but can post the state, city, and municipal portions of that tax to separate general ledger accounts, if you choose.
Adding New Tax Districts
If the sales tax district or entity you need to use isnt included on the predefined list, or the tax rate changes for one of the existing sales tax districts, use this option to add a new district or change the rates for an existing one. Choose Sales Tax Districts from the Maintain menu. You see the Sales Tax District search dialog box. Enter the ID (1 to 10 characters) of the district you want to add, view, or change. Press <F2> to see a list of existing tax districts. When you enter the ID of a new district, you see this prompt: Matching record not found. Choose Reenter
Add Browse Cancel
to reenter the ID. to add a new record with the ID you entered. to see a list of districts with similar IDs. to return to the Main Menu.
When you choose Add, you see this prompt: Copy default values from an existing record? Choose Yes to copy another districts information for this record. No to enter new information. When you choose to copy information, you see the Sales Tax District to Copy dialog box. Enter the ID of the district from which you want to copy information. Press <F2> to select from a list of existing districts. The program fills in the fields with the other districts information. Press <Enter> to accept the information shown or type in new information. If you chose not to copy information, complete the fields shown in the following screen.
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Figure 1-12
Tax Location Code: Displays the sales tax district ID that you entered. Description: Enter a description of the district, such as Yakima County. City: Enter the name of the city associated with the tax location, if any. Delivery area: Enter the delivery area within which this tax district falls, for example East Bay. If you have routes for delivery vehicles that encompass two or more sales tax districts, enter the same delivery area. This allows the scheduling program to group together deliveries and pickups that are in the same area. Delivery areas are maintained as a rule in System Manager. See the System Manager Appendix for information about adding, changing, or deleting valid delivery area entries. Zip: Enter the five- or nine-digit zip code associated with this tax location.

Web Enable: If you are using RC-Commerce, you will want to Web enable the tax districts that you want to appear in RC-Commerce. Country: Enter the country associated with this tax location. If you are entering a Canadian tax code please reference the section below, Adding Canadian Tax Districts. Entity Name: Enter the name of the tax entity, such as city, state, etc. Tax Rate % Sales: Enter the tax rate that applies to sales items for each entity. Enter this information for each entity that you add. Tax Rate % Rental: Enter the tax rate that applies to rental items. Enter this information for each entity that you add. GL Posting Account Number Sales: Enter the general ledger account number to which you want the tax on sales items posted. Enter this information for each entity that you add. GL Posting Account Number Rental: Enter the general ledger account number to which you want the tax on sales items posted. Enter this information for each entity that you add. Adding Canadian Tax Districts RCMS fully supports Canadian taxation including GST and PST on both the Ontario and Quebec models. When you enter Canada in the country field, the first three tax entity fields are disabled and the last three fields are enabled for GST, PST (net), and PST (net + GST.) On line four, enter the GST entity name, tax rate, and account numbers. Enter the PST rate on either line five or line six depending on whether the provincial tax for this district is calculated on net sales or on net sales plus GST. The entity name prints on invoice and contract forms. This allows you to use your own descriptive names (e.g., QST for Quebec.) If you want your tax ID to be printed on invoices and contracts, include the ID as part of the entity name (e.g., GST #123456789.) When you finish, choose from the following options:
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2.6 Adding Customers

Choose Save to save the new record. You can then add another district or press <Esc> at the select box to return to the Main Menu bar. to change your entries. to exit the screen without saving any additions or changes.
Edit Exit
Changing Tax District Information
When you want to view or change the tax district code, description, entity name, tax rate, or G/L posting account for an existing tax district, choose Sales Tax Districts from the Maintain menu, then enter the ID of the district with which you want to work. The sales tax districts record displays on screen with the following options available: Choose Search to select another district. Forward to see the next record in the file. Back to see the previous record in the file. Edit to edit the current record. Delete to delete the current record. When you delete a record, the Delete option changes to Recall. You can recall a deleted record until you reindex. Exit to return to the Main Menu bar. Once you have select the Sales Tax District you wish to edit, click the edit button and make the necessary changes.

Once you add the RCMS application to a company and set up the companys default information, the next thing you need to do is enter information about your customers.

Your job will be much easier if you collect your existing customer information before you actually sit down to enter it. Glance at the screen shown in Figure 1-13 on page 126 to see the type of information you will need. It is important to enter the customers year-to-date sales amount, less their current open balance. You can only enter this information the first time you create a customer record; thereafter, the program maintains these values. See Entering Open Contracts and Beginning Balances on page 266, which explains how to enter a customers current open balance.
Getting Ready
Before you add your customers, you will need to collect the following information: A customer code. (See the following notes on assigning customer codes.) The customers business type (individual, corporation, etc.) The customers company name and address. The customers sales tax district, if any. The salesperson associated with the customer. The customers payment terms. Year-to-date sales. The only time you can enter this information is when you set up the customer record for the first time. After that, the system maintains this information.
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Assigning Customer Codes You begin by assigning each customer a unique code to use whenever you refer to that customer in Rental Control Management System. The customer code can be up to six characters long and can be any combination of letters and numbers you want. When you enter a three-character customer code, RCMS automatically adds a numeric extension 001. The program will sequentially increase the extension for each new customer with the same three-character code as an existing customer; for example, 002, 003, etc. If you enter less or more than three characters for the customer code, the program will omit the numeric extension. Although you should determine the method most suited to your companys needs, we recommend using the automatic numbering system. Use the examples below for reference in determining the first three characters. Do not include Inc., Co., Corp., Consultant, CPA, Associates, Enterprises, etc., as part of the customer code. For example: Johnson & Associates JON
Use the first letter of the first three words in the company name. For example: Sunny Computer Service SCS
When a company only has one word as the title, use the first three characters. For example: Solidform, Inc. SOL
If the company name has two words in the title, use the first letter of the first word and the first two letters of the next word. For example: The Computer Experts CEX

When an individuals name is part of the company name, use the first letter of the first name and the first two letters of the last name. We suggest that you not use the middle initial in the customer code. For example: Harry Gorfine & Co. HGO
When using only an individuals name to determine the customer code, use the first three letters of the last name. For example: Wayne Mayer MAY
If you add a customer with the same code as an existing customer, the system asks you to verify that you want to add the second customer after you enter the phone number. When you answer yes and are using the three-character customer code automatic numbering system, the program assigns the next sequential number. For example: Paradigm Research Enterprises Evelyn Prestwick PRE001 PRE002
Do not use characters other than letters and numbers in customer codes, such as spaces, &, @, [, etc.
Cash Sales
There is a special way to handle cash sales to one-time customers that you do not want to enter into your customer file. When you set up your customer file, create a customer with a customer code of CASH to use for all your cash sales.
Adding Customers
To add a customer, choose Customers from the Maintain menu. You see the Customer search dialog box. Enter the number of the customer you want to add. Customer numbers can be up to six characters long and contain any combination of numbers and letters.
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Enter the customer number carefullyyou can only change a customers code after you add it by using the key change feature in System Manager. See Using Search Boxes on page 34 for more information about select box options. When you enter a new customer number the system searches the current customer database to verify that the number you entered is unique. You see this prompt: Matching Customer record not found. Choose Reenter to return to the Customer search dialog box where you can enter another number, press <F2> to see a list of all existing customers and their numbers, or use the search options listed. to add a new record with this customer code. to browse the customer file for records that begin with the same characters. to quit and return to the Main Menu bar.
Add Browse Cancel
When you choose Add, you see the Add Customer Maintenance screen shown in the following figure.
Figure 1-13
Cust ID: This field displays the customer identification number that you entered. Company: Enter the companys name. Busn Type: if the customer is an individual. Select Individual Proprietorship if the customer is a sole-proprietorship. Corporation if the customer is a corporation. Partnership if the customer is a partnership. Ltd Partnership if the customer is a limited partnership. Government if the customer is a government entity. After you enter all of the necessary information, choose from the following menu choices at the top of the screen: to save the information. Choose Save Cancel to quit without saving any changes or additions. Exit to exit the window and return to the main menu bar.
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If youre using rules, the program checks to see that the fields with rules contain valid entries. If they do not, youre asked to reenter them. General Tab When you click on the General tab, the General form appears. In this form you record general information about the customer.
Figure 1-14
Phone: Enter the customers area code and phone number. Address/City/St/Zip/Country: Enter the billing address of this customers company. E-mail: Enter the customers e-mail address. Web Page: Enter the customers Web Page. Fax: Enter the customers fax number, if any. Contact: Enter the name of your principal contact at this company. Title: Enter the contact persons title. After you enter all of the necessary information, choose from the following menu choices at the top of the screen:

Choose Save
Cancel Exit
If youre using rules, the program checks to see that the fields with rules contain valid entries. If they do not, youre asked to reenter them. Details Tab When you click the Details tab, the Details form appears. In this form you record specific information about the customer.
Figure 1-15
Industry: Enter one to five characters to indicate this customers industry. You can sort the Customer File Report by Industry code.
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Statement: Select Open Item
Bal Forward
to have details about prior-period open items print on this customers statements. This option is the default. to have this customers account balance print on statements as a summary total.
Misc Code: Enter a two-character code to group customers in a way that is meaningful to you. For example, you could assign first-time customers the code NW, and assign repeat customers the code RT. You can sort Labels, Statements, and the Customer File Report by the Miscellaneous Code. Type: Enter a one- to eight-character code to group customers in a way that is meaningful to you. You can sort the Customer File Report by customer type. Source: Enter one to five characters to indicate where this customer heard about your company. This field appears on the Customer File Report. This field has a System Manager rule for which you can set up valid entries. See the System Manger Appendix for instructions. Speciality: User Defined code. Comment: Enter any comment here that pertains to this customer. The remaining fields on the Add Customer Maintenance screen are only for reference and are maintained by the program. You cant add or change the information. Taxable: Press Y if sales to this customer are subject to sales tax. N if sales to this customer are not subject to sales tax. You can also press the spacebar to toggle between the options for Yes/No fields. After you enter all of the necessary information, choose from the following menu choices at the top of the screen:

Choose Save
Cancel Exit
If youre using rules, the program checks to see that the fields with rules contain valid entries. If they do not, youre asked to reenter them. Sales Tab When you click the Sales tab, the Sales form appears. In this form you record information about sales specifics.
Figure 1-16
Salesperson: Enter the RCMS User ID of the salesperson that is associated with this customer. Press <F2> to select from a list of salespersons. The Customer File and Sales Analysis Reports can be grouped by Salesperson.
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When the field is blank, you can also press <Enter> to display up the Salesperson search dialog box. See Using Search Boxes on page 34. Tax District: Enter the default Sales Tax District. Territory: Enter a two-character code for this customers sales territory. The RCMS Sales Tax Report is grouped by territory. This field has a System Manager rule for which you can set up valid entries. See the System Manager Appendix for details. Fin Charge %: Enter the percentage to charge on this customers past due amounts. RCMS can calculate the finance charges for you. Billing Type: This field displays the default billing type entered in the company setup. You can choose the default or select a different billing type from the list that appears. You are given the option to change the billing type when you create a contract.
Select Periodic in Advance to bill customers periodically in advance depending on the frequency selected (such as weekly or monthly) until the contract expires. Total in Advance to bill contract amounts in advance for a specified period of time by selecting a beginning and ending date. This period will be billed on the initial invoice and then occur on a weekly or monthly basis, depending on the frequency selected, until the contract expires. Event in Advance to bill customers in advance for event oriented contracts.

Periodic in Arrears
Total in Arrears
Event in Arrears
to bill in arrears at preselected intervals. You may set intervals on the Contract Anniversary Date: 1st, 10th, 15th, 20th, 25th or the last day of the month (EOM). if you want to create a rental contract but do not want to create an invoice until the equipment is returned. When the equipment is returned, RCMS will create an invoice for the proper amount. to bill customers in arrears for event oriented contracts.
Event in Advance and Event in Arrears - for the Special Event, Trade Show, or other short-term rental oriented businesses. These billing methods allow the user complete flexibility to independently set the Rental Rate, Event Duration, Billing Duration, Delivery Date, and the Return Date for each item or group of Items on a contract. When using either Event Billing in Advance or Event Billing in Arrears, screens, quotations, orders, reservations, and contracts clearly show the number of days, the daily rate, and extended daily rate on each line item along with the grand total for the entire event. Billing Day: When using the Periodic in Arrears Billing Type you may choose the Billing Day on which invoices will be generated. Pricing Level: Enter the number associated with the pricing level you want to be the customers default level. Get Deposit: Press Y if you require a deposit for this customers contracts. N if you do not require a deposit from this customer. Get Damage Waiver: If you are using the Damage Wavier feature, you may choose to take a Damage Waiver for this customer. Credit Status: You may choose between Fixed Limit, No Limit, and Credit Limit: Enter the maximum unpaid balance this customer is permitted to have or press <Enter> to accept the default of 1000. When this
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amount is exceeded, a message alerts you to this fact each time you create a contract or invoice for this customer. Enter a number less than zero to place the customer on credit hold. You will not be able to create any new contracts or invoices for this customer until you change the value in this field. Payment Terms: Select the payment terms that apply to this customer. if the customer pays with their American Express Select CC1 credit card. CC2 if the customer pays with a MasterCard. CC3 if the customer pays invoices with VISA. CC4 if the customer pays C.O.D. with a credit card. COD1 if the customer pays C.O.D. with a cashiers check. COD2 if the customer pays C.O.D. with a company or personal check. 0 if youre waiting to assign terms based on the result of their credit application. You wont be able to process contracts for this customer until you change the field. 0/0/1 if payment is due on receipt of the invoice. 0/0/0 to decline a customers credit and place their account on hold. You wont be able to process contracts for this customer until you change the field. 0/0/10 if payment is due 10 days after invoice receipt. 0/0/15 if payment is due 15 days after invoice receipt. 0/0/30 if payment is due 30 days after invoice receipt. 0/0/60 if payment is due 60 days after invoice receipt. Valid customer payment terms are maintained as a rule in System Manager. See the System Manager Appendix for information about adding or changing customer payment terms. After you select this customers Terms, the program fills in the following three fields with corresponding values. You cannot edit these fields, which are maintained by the program.

Sales Category: (This field is only displays if you chose to link to General Ledger.) Enter the three-character code of the General Ledger account affected by this customers transactions; i.e., the receivables account to which the customers dollars should post. Payment Disc %: This field shows the percent discount this customer receives, if any, for paying within a certain number of days. The value displayed is based on the entry in the Terms field. Payment Disc Days: This field shows the number of days in which the customer must pay in order to receive the payment discount. The value displayed is based on the entry in the Terms field. Term Net Days: This field shows the total number of days in which the customer must pay invoices. The value displayed is based on the entry in the Terms field. Sales Discount %: Enter the percentage discount to subtract on manual invoices for all items the customer purchases, regardless of payment terms. Do not confuse it with the Payment Discount, which is a discount the customer receives for paying an invoice within a certain length of time. This discount only applies to manual invoices that you create. It will not affect invoices or credit memos that RCMS generates from a rental, lease, or sale contract. Rental Discount %: Enter the percentage discount to subtract on manual invoices for all items the customer rents, regardless of payment terms. The values entered into the Sales Discount % and Rental Discount% fields become the default discount percentages in the Billing Screen when you create a quotation, reservation or contract. After you enter all of the necessary information, choose from the following menu choices at the top of the screen: to save the information. Choose Save Cancel to quit without saving any changes or additions. Exit to exit the window and return to the main menu bar.
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If youre using rules, the program checks to see that the fields with rules contain valid entries. If they do not, youre asked to reenter them. History Tab When you click the History tab, the History form appears. In this form check on historical information about customer. The information in the History Tab may be entered before the customer information is saved. After the information is saved, the History Form is updated by the system
Figure 1-17
Keep Hist.: Press Y to save this customers sales history for 24 months. N if you do not want to save this customers sales history. You can view history information whenever you work with a customers record. Current Balance: This field shows the customers outstanding balance.

Open Credit: This field shows the customers open credit balancetotal payments that havent been applied to invoices. YTD Sales: Enter this customers total billings for the current year. When you close the year, you have the option to moved this amount to the history file, and the field is reset to zero. This is the only chance you have to enter a value in this field. Hereafter, the program updates its value automatically. Last Sale: This field shows the dollar value of this customers last contract. Last Payment: This field shows the amount of this customers last payment. On Order: This field is not being used at this time. Entry Date: This field shows the date that this record was created. The program automatically enters the current system date. Last Sale: This field shows the effective date of this customers last contract. Last Payment: This field shows the date of this customers last payment. After you enter all of the necessary information, choose from the following menu choices at the top of the screen: to save the information. Choose Save Cancel to quit without saving any changes or additions. Exit to exit the window and return to the main menu bar. If youre using rules, the program checks to see that the fields with rules contain valid entries. If they do not, youre asked to reenter them. Notes Tab As you add each new customer, you get a chance to enter a note, which can be of any length. You can also add notes to an existing customer record using Customers option on the Maintain menu.
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Figure 1-18
After you enter all of the necessary information, choose from the following menu choices at the top of the screen: to save the information. Choose Save Cancel to quit without saving any changes or additions. Exit to exit the window and return to the main menu bar. If youre using rules, the program checks to see that the fields with rules contain valid entries. If they do not, youre asked to reenter them.
Entering Credit Applications
After you save the customer record, you see a dialog box with this prompt: Add a credit application for customer [Cust No]?

Choose Yes to enter a credit application for this customer now. You only have to add the credit information that you feel is necessary. You can also add a credit application later through customer maintenance. When you answer Yes, you see the first of several screens where you fill in the customers credit information.
Figure 1-19
Terms/Approval
The information on this screen is brought over from the screen that you just completed. You can only edit the following highlighted fields. Terms Requested: Press <Enter> to accept the entry brought in from the customer file or press <F2> to select a different term from a list of valid entries. If you change the terms, the program changes the entries in Net Due Days, Payment Discount Days, and Payment Discount% fields accordingly. Credit Limit: Press <Enter> to accept the entry, or type in the credit limit that the customer is requesting.
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If you change the default terms or credit limit (brought in form the customer file), the program will ask if you want to update the customer file when the credit application is approved.
D&B Information
Enter the requested Dun & Bradstreet (D&B) information: Duns Number, Rating, SIC Code, Paydex, Days Past Due, Median Paydex, Median DPD (days past due), # of Experiences, and Year Started. You only need to enter this information if you do phone requests. If you receive requests over a modem, you do not have to fill in this information because you can view the Dun & Bradstreet report directly on the screen.
Credit Report File Name
If you get credit information on your customers electronically, use these fields to enter the files where Dun & Bradstreet or Equifax credit reports are stored on your system. Do not enter the file name extension (for example.txt). Equifax Report File Name (w/o exten): If you use Equifax software for credit reporting purposes, enter the file name associated with the particular report. You can then access the report from the menu. D&B Report File Name (w/o exten): If you use Dun & Bradstreet software for credit reporting purposes, enter the file name associated with the particular report. You can then access the report from the menu.
Application Status
The section of the screen displays information about the applications status. As the customer moves through the credit approval process, the program updates the fields as necessary. Application Status: This field shows the status of this credit application: Completed, Verified, Approved, or Denied. Completed by: This field shows the User ID of the person who completed the application, along with the date and time.

Verified by: When the application is verified, the program inserts the User ID of the person responsible, along with the date and time. To verify credit applications, choose Credit Processing from the Transaction menu, then choose Verify Credit Applications from the submenu. See Verifying Credit Applications on page 454 for instructions. Approved by: When a manager approves the application, the program inserts the User ID of the person responsible, along with the date and time. To approve credit applications, choose Credit Processing from the Transaction menu, then choose Approve Credit Applications from the submenu. See Approving Credit Applications on page 455 for instructions. If you have completed all of the necessary information, choose the Save icon from the Master File Maintenance menu bar to save your entries or to discard changes, click the Exit icon.
Trade References
Click the Trades 1/2 tab and the Trade References form appears. To add information or edit, press <Edit>.
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Figure 1-20
Enter two trade references for this customer. If you have completed all of the necessary information, choose the Save icon from the Master File Maintenance menu bar to save your entries or to discard changes, click the Exit icon, or you then have the opportunity to enter two additional trade references for this customer (Trades 3/4 tab).
Personal Information
Click the Personal Information tab and the Personal Information form appears. To add information or edit, press <Edit>.
Figure 1-21
Home Address Name: If the application is for an individual, enter the name of the customer. If the application is for a company, enter the name of the principal person responsible. Address/City/State/Zip/Phone: Enter the home address and phone number of this customer. SS Number: Enter the customers social security number, which may be necessary to obtain TRW or other credit bureau reports. Type #1/Type #2: Enter the primary and secondary credit card the customer may use for payment. if a credit card is not applicable. Select None AMEX for American Express. VISA for VISA. MC for Master Card. DISC for the Discover card. #: Enter the credit card number.
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Expires: Enter the credit cards expiration date. $: This is the dollar amount approved on the card, which is entered during the verification process. on: Enter the date on which the amount was approved, which is entered during the verification process. See 3 on page 454. Comments: Enter any additional comments. Work Address If the customer works at an address different than the companys, enter that information here. If the company is a partnership or a corporation, you can enter the home address information for a second person or principal. If you have completed all of the necessary information, choose the Save icon from the Master File Maintenance menu bar to save your entries or to discard changes, click the Exit icon.

Bank Refernces Click the Bank References Information tab and the Bank References Information form appears. To add information or edit, press <Edit>.
Figure 1-22
Use this screen to enter up to two bank references for this customer. When you finish, Save, Edit, or Cancel your entries. Afterward, you have the opportunity to attach a note to the credit application, the same as you did with the customer record. If you have completed all of the necessary information, choose the Save icon from the Master File Maintenance menu bar to save your entries or to discard changes, click the Exit icon. Completing the Application Once you finish the customers credit application, you need to mark the application completed. Choose Complete from the top of the screen. You see this prompt: Should this credit application be marked as completed?
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2.7 Adding Ship-To Address Information

Choose Mark
Cancel
if the customers credit application is complete. if the credit application is incomplete. You can complete the application later using customer maintenance, then complete the process in this section to mark it.
When you choose to complete the application, the program inserts your User ID in the Completed by field, along with the current system date and time. Choose Exit to return to the Customer File Maintenance screen. Choose Exit again to return to the Main Menu bar.

You may add multiple delivery addresses associated with a customer record. The Address/Delivery screen contains the equipments destination and delivery information. These multiple Ship-To Addresses maybe selected from a list when creating Quotes, Reservations, and Contracts. The delivery address can be different than the billing address and the requester address. To add or edit the Ship-To address, select a customer and then click the Ship-To menu choice from the drop down menu. You see the following

screen:
Figure 1-23
Ship-To ID: Enter a Ship-To ID number to designate the shipping address. Press <F2> or click the icon to right of the field to see a list of the Ship-To addresses. Use as Default: Check this box if you want this Ship-To record to be the default Ship-To when adding Quotes, Reservations, and Contracts. Company: Enter the Ship-To company name. Contact: Enter the name of the contact person at the equipments destination. Company Name/Address/City/State/Zip/Phone/Fax: Enter the name, address, phone number, and fax number of the destination. Tax District: RCMS uses the Tax District code to determine the proper tax rate to apply during invoicing.
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If you answered yes in the Taxable? field when you added this customer, this field is mandatory. Sales tax is based on where the equipment is being used. The Tax District should be that of the delivery address if it is different than the billing address. Press <F2> to select from a list of Tax Districts. Enter the Tax District code corresponding to the tax rate you want applied when invoices are generated for this customers purchases. See Adding Tax Districts on page 117 for instructions on adding new tax districts. If you want to change whether this customers transactions are taxable, see Changing Company Information on page 113 for instructions. Sales Tax: This field displays the sales tax for the selected tax district. Rental Tax: This field displays the sales tax for the selected tax district. Description: When you enter a valid tax district, the districts corresponding long description displays. Delivery Area: This field shows the delivery area that corresponds to the tax district you entered, brought over from the Tax District file. Directions: Enter directions, such as the closest cross street. These directions print on the contract for the benefit of the delivery person. Tech Assembling: Enter the user ID of the technician who will assemble the equipment. Press <F2> to access a Technician ID search box. Tech Verifying: Enter the user ID of the technician who will verify the assembly. Press <F2> to access a Technician ID search box.
2.8 Adding Requester Information

Contract Code: This is a user definable field. Profit Center: If you have Profit Centers activated in the Company Information Setup Screen, you may enter the value for the GL account segment associated with the desired profit center. After you enter all of the necessary information, choose from the following menu choices at the top of the screen: to save the information. Choose Save Cancel to quit without saving any changes or additions. Exit to exit the window and return to the main menu bar.

You may add multiple requester contact and address information associated with a customer record. The Requester screen contains the information on the person who is placing the order. These multiple Requester Records maybe selected from a list when creating Quotes, Reservations, and Contracts. The requester can be different than the billing address and the ship-to address. To add or edit the Requester, select a customer and then click the Requestor menu choice from the drop down menu. You see the following
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screen:
Figure 1-24
Requester ID: Enter a Requester ID number to designate the Requester. Press <F2> or click the icon to right of the field to see a list of the Requester addresses. Use as Default: Check this box if you want this Requester record to be the default Requester when adding Quotes, Reservations, and Contracts. Company: Enter the Requester company name. Contact: Enter the name of the contact person. Company Name/Address/City/State/Zip/Phone/Fax: Enter the name, address, phone number, and fax number of the requester. E-Mail: Enter the E-Mail of the contact person. After you enter all of the necessary information, choose from the following menu choices at the top of the screen: to save the information. Choose Save Cancel to quit without saving any changes or additions. Exit to exit the window and return to the main menu bar.
2.9 Adding Tax Certificate Information

To enter information about a customer who is exempt from paying you sales tax, select Certificate from the list box in the upper right corner of the customer dialog box. To change any information on an existing tax certificate dialog box, or to add a new one for an existing customer, select Certificate from the customer maintenance dialog box, then select Edit. The existence of a tax-exempt certificate determines the value in the Tax Exempt field on the invoice or order header dialog box. If a certificate has been set up in the customer record, the Tax Exempt field uses Y (yes) by default, but can be overridden. If no certificate exists, the field value is N and you cannot change it. The Ship-To state on the invoice or order determines which tax-exempt certificate is used for the Bill-to customer. You can also move forward and back through tax certificates for other states that have been set up for this customer, delete tax certificates, or select another certificate for the selected customer.
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You see these fields in the Tax Certificate Maintenance dialog box. You see the following screen:
Figure 1-25
Exemption State: Enter the two-letter abbreviation for the state in which the selected customer is exempt from sales tax. Certificate Number: Enter the tax-exempt certificate number Exemption Authority: Enter a brief description of the authority or agency that issued the tax-exempt certificate for this customer. For example, you might enter State Board of Equalization or IRS. Effective Date and Expiration Date: Enter the date range for which the tax-exempt status is valid. For information about entering dates, see Working With Pro Series in your User Guide After you enter all of the necessary information, choose from the following menu choices at the top of the screen:
2.10 Adding Groups

Choose Save
Cancel Exit
2.10 Adding Groups

Once you add the companys customer records, the next step in setting up Rental Control Management System is to add Groups. Groups are a selection of master items that are similar (such as all 21 inch Flat Panel Displays) that can be substituted for each other, even if theyre made by different manufacturers. Information for each group is presented in a tabular format containing the following tabs: General Rental Pricing Sale Pricing Notes Update Pricing Later in the chapter when you add Master Items, you will have to enter an ID for the group in which the Master Item belongs. Each Master Item must be part of a Group. The Group IDs of other groups may be substituted for the group that you are currently adding. Substitution groups are used when you check the availability of an item and the current item is not available
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2.10 Adding Groups Group General Information

Choose Groups from the Maintain menu. The Group dialog box is displayed.
Figure 1-26
The Group dialog (search) box lets you add, select, or search for the record with which you want to work. You can also browse a list of some or all existing records. See Using Search Boxes on page 34 for general information about search boxes. The following options are available in the Group dialog box: Choose Search to bring up the Group search dialog box and select a different group. Add to add a new record. Browse to display a list of records that meet the criteria you chose. Cancel to cancel the procedure. When other groups exist, you see this Group File Maintenance prompt:
2.10 Adding Groups
Figure 1-27
Choose Yes to copy another Groups information for this new record. No to enter new information. If you choose Yes to copy information, you see the Group to Copy dialog (search) box.
Figure 1-28
The following options are available in the Group to Copy dialog box: Choose Search to bring up the Group search dialog box and select a different group to copy. Browse to display a list of records that meet the criteria you chose. Cancel to cancel the procedure. If you chose to copy information, press <Enter> to accept the information.
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2.10 Adding Groups

Whether or not you choose to copy information, the Group File Maintenance form with the General tab displayed appears:
Figure 1-29
If you choose not to copy information, complete the fields on the General tab on the Group File Maintenance window, as follows: Group ID: This field displays the ID of the group. Description: Enter a description of the group, for example, 21 inch Flat Panel Monitor.
Substitution Groups
The next group of fields lists the groups that contain items that can be substituted if the items in this group are not available. Group ID 1 - 5: Enter the ID of up to five groups. For example, if 40 inch flat panel monitor can be substituted for 21 inch Flat Panel Monitor, you would enter the ID for that group. To browse the Substitution Groups grid, press <F2>. Select a substitution group and press <Enter>.
2.10 Adding Groups

Description: This field shows the description of the group ID that was entered. If you have completed all of the fields, choose the Save icon from the Group file Maintenance menu bar to save your entries. To discard changes, click the Exit icon. If you have more information to input into groups, click the Rental Pricing, Sale Pricing, Notes, or Update Pricing tabs.
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2.10 Adding Groups Group Rental Pricing

Click the Rental Pricing tab to display Group Rental Pricing Level form. This screen is used to set rental rates on a group level. If you set rental rates at the group level, you will have the option to update all master items that belong to that group with the same rental rates. Setting rental rates at the group level is optional.
Figure 1-30
The following fields are available on the Group Rental Pricing tab: Group ID: This field displays the ID of the group. Group Description: This field displays the description of the group. Pricing Level Description: This field displays the description of your substitution groups. Daily/Monthly Rate: The rental rate that will be maintained for the group RFC: Enter the Rental Factor Code that you want to associate with each price level. RFC Description: This field displays the description associated with Rate Factor Code.
2.10 Adding Groups

If you have completed all of the fields, choose the Save icon from the Group file Maintenance menu bar to save your entries or to discard changes, click the Exit icon.
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2.10 Adding Groups Group Sale Pricing

Click the Sale Pricing tab to display Sale Rental Pricing Level form. This screen is used to set the sale pricing on a group level. If you set sale pricing at the group level, you will have the option to update all master items that belong to that group with the same sale pricing. Setting pricing at the group level is optional.
Figure 1-31
Group ID: This field displays the ID of the group. Group Description: This field displays the description of the group. Pricing Level Description: This field displays the description of your
substitution groups. List Price: This price may be used to store the List or Retail value of items that belong to the group. This field is also used as the contract value on rental quotes, reservations, and contracts.
New Price: Store the new selling price for items that belong to this group.
Used Price: Store the used price for items that belong to this group.
2.10 Adding Groups

If you have completed all of the fields, choose the Save icon from the Group file Maintenance menu bar to save your entries, or to discard changes, click the Exit icon.
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2.10 Adding Groups Group Notes

Click the Notes tab to display Notes form. Notes may contain technical information, sizes, weights, etc.
Figure 1-32
Enter or change text in the Note window. If you have completed entering the notes, choose the Save icon from the Group file Maintenance menu bar to save your entries, or to discard changes, click the Exit icon.
2.10 Adding Groups Group Update Pricing

Click the Update Pricing tab to display Update Pricing form. This form allows you to update the pricing fields in associated master item records with the pricing that has been designated in the Rental Pricing/Sale Pricing tabs. This is a three step process:
Figure 1-33
1.
You may tag some or all items that are associated with the group by clicking Tag Individual or Tag All respectively. You may designate which of the Master Item fields will be updated by clicking the Change Switches button. Toggle the fields you want to be updated to Yes. Press the Update button to update the Master Item records.
2.
3.
If the Update Pricing tab is greyed out, this indicates that the Group ID has not been associated with any Master Items.
163
2.10 Adding Groups

Tag Individual This browse displays a list of the Master Items associated with the Group. Use the space bar to select or deselect items within the list. When the line is chosen, the item is highlighted. To move down the list, use the arrow keys, or select a row by clicking on your desired item with your mouse, then use the space bar to select.
Figure 1-34
2.10 Adding Groups

Tag All You may select all of the associated Master Items by clicking the Tag All button. This allows you to choose all item lines. When lines are chosen, an x displays in the tag column.
Figure 1-35
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2.10 Adding Groups

Change Switches When you press the Change Switches button, the fields are activated. They can have either a Yes or a No value. You can toggle back and forth from Yes to No with the <Space bar> or by using <Y> or <N> on your keyboard.
Figure 1-36
The Update tab displays the following 5 switches: Replace Rental Rate Replace Rental Factor Code Replace List/Contract Value Replace New Sell Pricing Replace Used Sell Pricing
2.10 Adding Groups

Options drop-down box This is a drop-down menu that displays the pricing level that you want to update. You may update all pricing levels by selecting the All option.
Figure 1-37
Update Button Click the Update button when you are ready to update the Master Items records. If you have completed all of the fields, choose the Save icon from the Group file Maintenance menu bar to save your entries, or to discard changes, click the Exit icon.
Changing Group Information
When you want to work with an existing Group, choose Groups from the Maintain menu, then enter the ID number of the Group that you want to work with in the Groups dialog box and press enter. If you dont know the ID number, press <F2> to bring up a list to choose from. To choose, right-click.
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2.11 Adding Manufacturers

The Groups record is displayed on screen with the following options available: to bring up the Select Group box to add or select Choose Search another group. Forward to move forward to the next record in the file. Back to move to the previous record in the file. Edit to edit the current record. Delete to delete the current record. When you delete a record, the Delete option changes to Recall. You can recall a deleted record until you reindex your files.

Before you add items, you need to create a record for each manufacturer of your inventory and in-house items. When you add new items, the program checks the name against the manufacturer records you add here for consistency and spelling.
Because many RCMS reports are keyed off the Manufacturer field in the item record, misspellings or multiple variations can result in inaccurate reports.
Choose Manufacturers from the Maintain menu on the RCMS Main Menu bar. When the Manufacturer search dialog box displays, enter the name of the manufacturer you want to add, then choose Add from the dialog box that displays. You see this prompt: Copy default values from an existing record? Choose Yes to copy another manufacturers description for this new record. No to enter your own description. When you choose to copy information, you see the Manufacturer to Copy dialog box. Enter the name of the manufacturer whose Description you

want to copy, or press <F2> to select from a list of existing manufacturers. Next, you see this screen:
Figure 1-38
If you chose to copy the Description, the program fills in the fieldpress <Enter> to accept the information. If you chose not to copy, fill in the Description field. Afterward, choose Save to save your entry.
Changing Manufacturer Information
When you want to change or view a manufacturer record, select Manufacturers from the Maintain menu and enter the name of the manufacturer whose record you want to work with in the select box. The manufacturers record displays on screen. The following options are available: to add or select another manufacturer. Choose Search Forward to see the next record in the file. Back to see the previous record in the file. Edit to edit the current record. Delete to delete the current record. When you delete a record, the Delete option changes to Recall. You can recall a deleted record until you reindex. Exit to exit the screen.
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2.12 Adding Vendors
2.12 Adding Vendors

Once you add a company, you need to establish records for the vendors from whom you purchase equipment or in-house supplies. If you add a vendor in Accounts Payable, you do not need to reenter the record in RCMS, and vice versa. When you add a master item, you will create a supplier record to associate a specific vendor with that item. You can only designate an existing vendor as a supplier. See Depr Defaults Information on page 196.
Adding a Vendor
To create a vendor record, choose Vendors from the Maintain menu on the RCMS Main Menu bar. You see the Vendor search dialog box. Enter the code of the vendor you want to add. The vendor code can be up to six characters long and can be any combination of letters and numbers you want. When you enter a three-character vendor code, RCMS automatically adds a numeric extension 001. The program will sequentially increase the extension for each new vendor with the same three-character code as an existing vendor; for example, 002, 003, etc. If you enter less or more than three characters for the vendor code, the program will omit the numeric extension. When you create a vendor number, use the same rules that apply to creating customer codes, discussed in Assigning Customer Codes on page 123. When you enter the number of a new vendor you see this prompt: Matching Vendor record not found.
2.12 Adding Vendors

Choose Reenter
Add Browse Cancel
to reenter the vendor number. to add the new record. to see a list of existing vendors. to cancel the procedure.
After you choose Add, complete the fields on the Vendor File Maintenance screen.
Figure 1-39
Vendor: This field displays the number you entered to add this vendor. Phone: Enter the vendors area code, telephone number, and extension, if any. Vendor Type: You can use this eight-character field to categorize vendors into groups. You can enter up to eight characters that categorize each vendor; for example, PRINTERS, or CREDIT. Company: Enter the name of this vendors company. Contact/Title: Enter the name of your principal contact with this vendor and that persons titlefor example, Sales Manager. Address/City/St/Zip/Country: Enter this vendors address.
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2.12 Adding Vendors

Fax: Enter the vendors fax number, if any. E-mail: Enter the vendors e-mail address. Tax ID: Enter the vendors tax ID. This field must be filled in before you can print 1099s for a vendor. There are two acceptable formats: Employer Identification # (EIN): 99-9999999 Social Security Number (SSN): 999-99-9999 If you enter an EIN, leave a space at the end of the entry area. 1099 Type (I/M): There are two types of 1099 forms referenced in Accounts Payable: Interest and Miscellaneous. Press I to select the 1099-INT form. M to select the 1099-MISC form. You can enter only one 1099 type for each vendor. To process more than one type for a single vendor, create a vendor record for each 1099 type. For example, vendor record ABC1-I could be for I-type 1099s and ABC1-M could be for type M.
If you change the 1099 Type after postings have been made, the program warns you that the current 1099 amounts in the invoice and vendor file will be cleared and asks you if you want to continue.
Code: If you entered M to the 1099 type, this field shows the payment codes that defines the miscellaneous type. Press <Enter> to skip the fieldthe program prompts you for an entry when you save the vendor record. Keep Hist: Press Y to keep a summary record of purchase totals for this vendor during the past 24 periods. (You can retrieve historical information when viewing vendor records by using the inquiry option as described in Section 4.1.) N if you do not want to keep history for this vendor.
2.12 Adding Vendors

Buyer: Enter a two-character code for the person in this company who usually makes the purchases from this vendor. This field appears on the Detail Vendor File Report. This field has a System Manager rule for which you can set up a list of valid entries. See the System Manager Appendix for information on setting up rules. Vendor Misc Code: You can use this two-character field as another way to categorize vendors. You can also use this field to print labels just for vendors with the same Vendor Misc. Code. Payment Priority: Enter a number between 1 and 9 (1 being the highest priority) to indicate priority given to processing payables you enter for this vendor. Enter M if you pay this vendor only with manual checks, or 0 (zero) to put the vendor on payment hold. You can change the value in this field when you enter a payable invoice for the vendor through Accounts Payable. Credit Limit: Enter the maximum unpaid balance this vendor allows. If your terms are cash only, enter zero. Sales Tax %: Enter the sales tax percentage charged on purchases made from this vendor. Terms: This field shows the payments term your company has with this vendor. When you move the cursor to this field, RCMS displays a list of possible payment terms. Press <Enter> to accept the highlighted entry or choose a different term from the displayed list. Paymnt Disc %: This field shows the percent discount you receive, if any, for paying within a certain number of days. The program fills in this field based on your entry in the Terms field. Press <Enter> to accept the highlighted entry. Paymnt Disc Days: This field shows the number of days in which you must pay in order to receive a payment discount. The program fills in this field based on your entry in the Terms field. Press <Enter> to accept the highlighted entry.
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2.12 Adding Vendors

Net Due Days: This field shows the number of days until the vendors invoices become due and payable. Typically this is the number of days before the vendor starts to assess finance/late charges. The program fills in this field based on your entry in the Terms field. Press <Enter> to accept the highlighted entry. Def: Exp Acct: Enter the expense account that is used most frequently for this vendor and that account will appear when you enter purchase orders. You can override this account number when posting. See Linking to General Ledger on page 685 for more information. Def: Ctrl Acct: Enter the accounts payable control account that is used most frequently for this vendor (the account appears as the default when you enter purchase orders). You can override this account number when posting. See Linking to General Ledger on page 685 for more information. You can only make an entry in the next 12 fields when you create the vendor record. Afterward, these fields are maintained by the program. Open Debits: This field shows the total amount of non applied debit memos for this vendor. Current Bal: This field shows the companys current balance with this vendor. The program calculates this figure as invoices plus debit memos less payments. Open P.O.s: This field shows the dollar amount of open purchase orders you have with this vendor. If you use Purchase Orders, that program maintains this figure. Avail Credit: This field shows the maximum credit amount currently available with this vendor. The program calculates this as the difference between your credit limit and open balance. You cannot edit the field.
2.12 Adding Vendors

YTD Purch: This field shows the dollar amount purchased during the current year from this vendor, less any current open invoice amounts. You can enter a value in this field only when you create the record. Thereafter, Accounts Payable maintains this figure. YTD Pymt: This field shows the payments made during the current year to this vendor. You can enter a value in this field only when you create the record. Thereafter, Accounts Payable maintains this figure. YTD Disc: This field shows the discounts you have taken during the current year with this vendor. You can enter a value in this field only when you create the record. Thereafter, Accounts Payable maintains this figure. YTD Adj: This field shows credit card payments and any other adjustments you have made manually for this vendor. YTD 1099: This field shows the dollar amount of 1099 payments during the current year to this vendor. You can enter a value in this field only when you create the record. You must zero 1099 amounts at year-end when you print 1099 forms. See your Accounts Payable documentation for instructions on printing 1099 forms. Last Pymt: This field shows the date of your last payment to this vendor. You can enter a value in this field only when you create the record. Thereafter, Accounts Payable maintains this figure. Last Amt: This field shows the dollar amount of your last payment to this vendor. You can enter a value in this field only when you create the record. Thereafter, Accounts Payable maintains this figure. Last Recp: This field shows the date of the last invoice you received from this vendor. You can enter a value in this field only when you create the record. Comment: You may enter any comment here that you would like displayed in the Comment field on your Purchase Orders entry screen. For example, No backorder. This comment will not be printed on the purchase order.
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2.12 Adding Vendors

Saving a New Vendor Record When you complete the entries for this vendor and move past the last field on screen, select from the following options: Choose Save
Cancel Exit
Enter all the vendor records for this company in the same way. Entering a 1099-MISC Payment Code If you entered M in the 1099 Type field, the program prompts you for the payment Code. Press 1 2 4 5 6 7 9 for Rents. for Royalties. for Federal Withholding Tax. for Fishing. for Medical. for Nonemployee Compensation. for Direct Sales.
If you entered code 7, the program asks you if you are reporting non employee compensation or crop insurance proceeds.
Entering Vendor Notes
When you continue, you see the following prompt: Add note for vendor [Vendor Code] Choose Yes to add a vendor note. The Vendor Notes window displays, along with the following options. to view a note. Although the cursor displays in the Choose View Notes window, you cannot edit the note with this option. Edit to enter or change text in the note window. Copy to copy a note from a different vendor. Exit to return to the Vendor File Maintenance screen.
2.12 Adding Vendors

When you choose Edit, you can begin typing your note. The note length is unlimited, so you can enter as much information as necessary. Use the <PgUp> and <PgDn> keys to move through the note. When you finish entering or editing the note, press <F10>, then choose Save to save your entries or changes. Choose Exit to return to the Vendor File Maintenance screen.
Changing Vendor Information
If you need to change the information in a vendor record, choose Vendors from the Maintain menu. When the Vendor File Maintenance screen appears, enter the vendors code in the search dialog box. The program fills in the screen with the selected vendors information. You can change this or other vendor records by using the menu options that appear at the top of the screen. Each option is explained below.
Editing Vendor Records
Choose Edit to change any of the highlighted fields. Press <Enter> or use the <Tab> key to move from field to field. When you finish, press <F10>, then Save your work.
Deleting Vendors
To delete a vendor, choose Delete from the top of the screen and confirm that you want to delete the record. Once youve deleted a vendor record, the Delete option changes to Recall. You can recall a deleted record any time until you reindex your files or indicate that you want to remove deleted records when you close the period. After you do so, any deleted records are permanently removed. You cannot delete a vendor if the values in the Open Debits, Current Bal, and Open P.O.s fields do not equal zero.
Making Vendor Inquiries
Choose Inquiry to display or print a variety of information about a vendor. Subjects include payables, checks and payments, orders, and receipts.
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2.12 Adding Vendors

See Vendor Inquiries on page 567 for a complete description of this feature and how to use it.
Entering Vendor Notes
Choose Notes from the menu bar to add, view, or edit notes for the current vendor. You see the note window and the following menu options. Choose View
Edit Copy Exit
view another note in the database. to enter or change text in the note window. to copy a note from a different vendor. to return to the Vendor File Maintenance screen.
When you finish entering or editing a note, press <F10>, then choose
Exit to leave the screen.
Moving Around in the Vendor File
In addition to the options already discussed, there are several navigational options at the top of the Vendor File Maintenance screen. Choose Select
Fwd Back Exit
to select a different vendor. to move forward to other records in the file. to see previous records in the file. to return to the Main Menu bar.
2.13 Adding Locations
2.13 Adding Locations

Maintain Locations Choose Locations from the Maintain pull-down menu. The Maintain Locations window appears.
Figure 1-40
Location ID: enter the Location ID by clicking on the list icon to the right of the field. A list of location IDs is displayed. Choose the ID you need for this record. Description: Enter a description of the location. Address1: Enter the street address of the location. Address2: Enter other address information, such as suite number for the location. City, State, Zip: Enter the city, state, and zip code of the location. Phone: Enter the phone number of the location.
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2.14 Adding Master Items

Country: Enter the Country of the location. Location Segment Value: If you have defined Segment Values for your locations and want to post Sales and Expense Journal entries by location, enter the Segment Value for the location in this field.

The next step in setting up RCMS is to add your master items. Master items contain a master description of each inventory item; that is, the information about each item that doesnt change, such as the description, manufacturer, model number, and supplier. It serves as a parent record for asset items and as the item record for nonasset items. Master items are also used for quoting purposes. Information regarding Master Items is presented in a tabular format containing the following tabs: General Rental Pricing Sale Pricing Compare Rate/Price Depr Defaults Usage Web Notes
2.14 Adding Master Items Adding Master Items

1. Choose Master Items from the RCMS Maintain menu. You see the Master Items search dialog box.
Figure 1-41
The check boxes in the dialog box are only applicable when you are searching for an existing item. See Adding Asset Items on page 215. 2. Because the Master Item ID is assigned by the system when you save the record, you need to leave the text entry box blank. Press <Tab> until the Add option is highlighted, then press <Enter>.
See Using Command Options on page 36 to read about other methods of choosing options.
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3. When you select Add, you see this prompt:
Figure 1-42
Choose Yes
No
to copy another master items information. to enter new information.
When you copy information, you see the Master Item to Copy dialog box. Enter the ID of the master item whose information you want to copy, or press <F2> to select from a list of existing master items. The fields are filled in with the other items information. When you copy from an existing record, RCMS also brings in the rental rate information from the record you copy to the Master File Maintenance window.
2.14 Adding Master Items General Information

Whether or not you choose to copy information, the Master File Maintenance General tab appears. It is mandatory that you fill out the information on the Master File Maintenance General tab, all other tabs (Rental Pricing, Sale Pricing, Compare Rate/Price, Depr Defaults, Usage, Web, and Note tabs) are optional. This window is used to record the general information about inventory and non-inventory items. There are several types of Master Items. When you add a Master Item you are given the opportunity to set the Master Item Type. See Item Type: Select the item type, as follows. on page 185 for more information on Item Types. A Master Item is synonymous with a model number. You record the information about an item that does not change, such as Manufacturer, Model Number, Pricing, etc. If the Master Item is an Asset Type Master Item, you will add asset records through Rental Control or the Purchase Order Module. The Asset Item records contain the purchase date, acquisition cost, and supplier information. All other fields are stored in the Master Item record.
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Figure 1-43
If you choose not to copy information, complete the fields on the General tab on the Master File Maintenance window, as follows: Enter the information for the new item. Press <Enter> to accept the existing entry in a field. Press <Tab> to move through the form. Master ID: When you initially add a record, this field is blank. RCMS fills in this field with the next sequential number when you save the record, beginning with the number you entered on the first Change Setup Information screen. See Adding Company Set-up Information on page 71 for more information. Description: Enter a description of the item. We suggest that you use the equipment type for the first word of each Master Item description, for example, 21 inch Flat Panel Monitor.

Group ID: Different master items can belong to the same group. If you want this item to belong to a group, enter that groups ID. Press <F2> to select from a list of all groups. See Adding Groups on page 152 for more information. Because RCMS relies on the Group ID to use the exchange and availability features, it is important to fill in this field. Description: When you enter a Group ID, that system displays that groups description. When you click on the Item Type arrow, a pull down menu displays.
Figure 1-44
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Item Type: Select the item type, as follows. for asset items that you track individually. Select Asset Quantitied for quantitied items. Nonstock for items that you do not keep track of on an asset or quantity basis. For example, you could use non-stock for a miscellaneous rental credit item that would be used when creating a manual invoice. RCMS does not track quantities for non-stock items. Delv/Pickup if this item represents delivery or pickup service. Labor if this item represents labor. Waiver for damage waivers or insurance fees. Deposit if this item represents deposits. You must create one item with an item type of Deposit, which the program uses when you create a rental contract that you have chosen to take a security deposit. RCMS only allows one master item record with an item type of deposit.
Receiving Quantitied Master Items
If the master item you add has an Item Type of Quantitied, you need to record how many of these items you have on hand. When you finish entering pricing information, suppliers, and notes, you return to the Master Item File Maintenance screen. Choose Trans from the menu bar, then choose Receive from the dialog box that displays.
Package Location
Package location is important. When an asset package is returned on a rental contract and has external items included in the package, those items are stripped off automatically. For example, say you have a computer package that rents for a certain price and contains a monitor, a keyboard, and a CPU. When the customer

returns the package, the monitor and keyboard arent associated to that particular computer so you would keep them on a separate shelf from the CPU; i.e., they are stripped out of the package on return. Package location is also important when you quote master packages. When you bring a package into a quote and any of the items within the package have the Package Location set to External, you have the option to place these items below the package with their own individual rental rates or have them remain in the package. If you do remove the items from the package, the package rate is then reduced by the rental rate of the items that you have removed from the package. Package Location: Select External make this item external if this item would reside outside of any package to which it is added. For example, if this item is a monitor and at the time you create a quote you want the option to remove it from the Master Package you would make this external. Internal make this item internal if this item would reside inside of any package to which it is added. For example, if this item is a computer and it will always reside inside the package, make this internal. Current Item: If you dont want discontinued or obsolete items to appear in the Master Item browse screen, mark the item as not current. Items marked as not current will not be displayed in the list of new items when adding sales items to contracts. Press Y if it is a current item from the vendor. N if the item is no longer available from the vendor, i.e. obsolete or discontinued. Once an item is marked as not current, you can still view or edit the record by marking the See items Not Current check box in the Master Items search dialog box. Active: If you dont want obsolete or discontinued items (not current) to display in the Master Item browse screens, you may mark them as inactive. You may only mark an item inactive if it has been set to not current and you no longer own any of the items.
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Press
Y N
if you want the item to appear in the Master Item browse screens. if you dont want the item to appear in the Master Item browse screens. Once you make the item inactive, you can view or edit the record by marking the See items Not Active check box in the Master Items search dialog box.
Class: Enter a code to group items in a way thats meaningful to you. The field appears on item labels and inventory reports. You can group most inventory-related reports by Class. This field has a System Manager rule for which you can set up a list of valid entries. See the System Manager Appendix for information on setting up and maintaining rules. Code: Enter a code that you designate to group items in a way that is meaningful to you. This lets you distinguish between different groups of master items and can be used to select which items are included in a variety of inventory reports. For example, you might give all of your most profitable master items a code of A so that you can see reports just for that list. GL Link Code: (Only displays if you chose to link to General Ledger.) Enter the linking code that represents the general ledger accounts (income, expense, and cost of goods sold) affected by transactions involving this item. Press <Enter> to accept the default from the company file. New Reorder Point: Enter the inventory quantity at which you should order more items that you sell of this master item. (This is also known as the minimum stock level.) This information appears on the Master Item Reorder Report. Rental Reorder Point: Enter the inventory quantity at which you should order more items that you rent of this master item. (This is also known as the minimum stock level.) This information appears on the Master Item Reorder Report. Standard Order Qty: Enter the standard quantity that you generally order. (This is also known as the economic order quantity.)

Weight per Unit: Enter the weight per unit, if applicable. The program doesnt use this field; it is only for reference. Manufacturer: Enter the equipments manufacturer. RCMS verifies whether a record exists for the manufacturer you enter. If there is not a record, you can reenter the name, add a new manufacturer, or select one from a list. You can also press <F2> to select from a list of all groups. See Adding Manufacturers on page 167. Model Number: Enter the manufacturers model number. Available for: This field dictates whether items are added to your rental inventory or your resale inventory. The field also determines whether the item displays in the rental or the sales list when adding items to contracts. Select Rental if this type of master item is available for rental only. Sale if this type of master item is available for sale only. If you mark this as available for sale, items that are subsequently received through Rental Control or through the Purchase Order module, will be received into the resale inventory. Both if this type of master item can be rented or sold. When receiving items that are marked as Both, the items will be added to your rental inventory. Press the <Spacebar> to toggle between the Rental/Sale/Both options. Warranty: Enter the manufacturers warranty. Spiffs Rental $: Enter the dollar amount the salesperson receives when they rent this item. Spiffs New Sell $: Enter the dollar amount the salesperson receives when they sell this item new. Spiffs Used Sell $: Enter the dollar amount the salesperson receives when they sell this item used. Rerent Units: This field shows the number of rented units that you have in stock. The program maintains this field.
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New Units: This field shows the number of new units that you have in stock. The program maintains this field. Used Units: This field shows the number of used units that you have in stock. The program maintains this field. Total Units: This field shows the total units that you have in stock for this master item. The program maintains this field. On Rental: This field shows how many units of this master item are rented. The program maintains this field. In Service: This field displays how many units of this master item have been designated as in-service. The program maintains this field. Apply Sls Tax: Press Y to apply appropriate sales tax to this master item. N to add no sales tax to this master item. If you have completed all of the fields, choose the Save icon from the Master File Maintenance menu bar to save your entries or to discard changes, click the Exit icon. If you have more information to input into your master items, click the Rental Pricing, Sale Pricing, Compare Rate/Price, Depr Defaults, Usage, Web, or Notes tab. When you save a new master item and you are using System Manager rules, the program checks those fields with rules for valid entries.
2.14 Adding Master Items Entering Rental Pricing Information

Click the Rental Pricing tab to display the Rental Pricing form. This screen is used to maintain your rental rates and the Rate Factor Code ID. Note that if you are using a Daily Base Rate, you would enter the daily rental rate. If you are using a Monthly Base Rate, you would enter the monthly rental rate.
Figure 1-45
Enter the rental pricing information for this master item. Current Cost: You may enter the current cost of the item you are adding or allow the system to maintain the current cost. Average Cost: The Average Cost is maintained by the system. Last Updated: This field displays the date on which this record was last updated. Description: This field displays the user defined pricing levels. Rental Margin: This field displays the percentage of total cost that each daily rental rate represents. Daily Rate: Enter the daily rental rate associated with each rental term.
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RFC: Enter the Rate Factor Code you want to associate with each pricing level. Press <F2> to select from a list of Rate Factor Codes. Description: This field displays the description associated with Rate Factor Code. Last Updated: This field displays the date that the rental rate information was last edited. If you have completed all of the fields, choose the Save icon from the Master File Maintenance menu bar to save your entries or to discard changes, click the Exit icon. If you have more information to add into your master items, click the Sale Pricing, Compare Rate/Price, Depr Defaults, Usage, Web, or Notes tab.

Entering Sales Pricing Information
Click the Sales Pricing tab to display the Sales Pricing form. This screen is used to store sales pricing information.
Figure 1-46
The sales pricing information is grouped into three categories: List, New, and Used. The numbers at the beginning of each row correspond to the Pricing Level. You only need to enter information into one List field and one New field. The other List and New fields are calculated and entered automatically. You may enter the Margin % or Margin $ and the Price field is calculated. List Price: Enter the list price you want associated with each Pricing Level. This field is also used as the Contract Value on rental quotes, reservations, and contracts. List Margin %: Enter the percentage of profit you want associated with each Pricing Level for list price sales.
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List Margin$: Enter the dollar profit you want associated with each Pricing Level for list price sales. New Price: Enter the new price you want associated with each Pricing Level. New Margin %: Enter the percentage of profit you want associated with each Pricing Level for new price sales. New Margin$: Enter the dollar profit you want associated with each Pricing Level for new price sales. Used Price: Enter the used price you want associated with each Pricing Level If you have completed all of the fields, choose the Save icon from the Master File Maintenance menu bar to save your entries or to discard changes, click the Exit icon. If you have more information to input into your master items, click the Rental Pricing, Compare Rate/Price, Depr Defaults, Usage, Web, or Notes tab.
2.14 Adding Master Items Compare Rate/ Price Information

Click the Compare Rate/Price tab to display the Compare Rate/Price form. This screen is used to compare the Master Item pricing with the pricing that is set at the group level. If you have set pricing at the group level and the pricing that has been set at the master level is different, you may update the master item pricing to match the group pricing within this screen.
Figure 1-47
This screen displays both the Master Item and Group pricing information. Change: This field displays a Y if the Master Level pricing information does not agree with the Group Level pricing, otherwise an N is displayed. Select Y to bring the Master Level pricing information into agreement with the Group Level pricing information. N to keep the Master Level pricing information as it appears. You can toggle back and forth between Y and N by using your <Space bar>. At the top of the window there are two buttons:
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Choose Update
Change Switches
to update the Master Item pricing infor mation you selected to change. to select which fields will be updated in the Master Item file when the Update button is selected.
If you choose to update the Master Item pricing information you see the following prompt:
Figure 1-48
Select OK to continue.
2.14 Adding Master Items Depr Defaults Information

When you click the Depr Defaults tab the Depr Defaults form appears. RCMS tracts two different depreciation methods. Usually one for book purposes and one for tax purposes.
Figure 1-49
Consult your accountant on the appropriate entries to make in this section. Depreciation Method 1: to select the Straight-Line depreciation Select Straight Ln method. Double-Decl to select the Double-Declining-Balance method. Sum-of-Yrs to select the Sum-of-the-Years-Digits depreciation method. Depreciation Life (in months): This field shows the number of months this item is expected to last. The default is 60.
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If you chose Straight-Line, you can enter any number if you want. If you chose Double-Declining, you can enter 24, 36, 48, or 60. If you chose Sum-of-the-Years-Digits, you can enter 12, 24, 36,... Salvage Percentage: Enter the percentage of the items dollar value you expect to receive when you dispose it. Depreciation Method 2: to select Straight-Line depreciation. Select Straight Ln Double-Decl to select Double-Declining-Balance. Sum-of-Yrs to select the Sum-of-the-Years-Digits depreciation method. Depreciation Life (in months): This field shows the number of months this item is expected to last. If you chose Straight-Line, you can enter any number if you want. If you chose Double-Declining, you can enter 24, 36, 48, or 60. If you chose Sum-of-the-Years-Digits, you can enter 12, 24, 36,... Salvage Percentage: Enter the percentage of the items dollar value you expect to receive when you dispose it. Sum-of-the-Years-Digits Depreciation Method The Sum-of-the-Years-Digits Method is an accelerated method of depreciation that provides higher depreciation expense in the early years and lower changes in later years. To calculate the Sum-of-the-Years-Digits, which we will call S, the digit of each year up to an items projected life, which we will call N, is summed. For example, given an item with the following projected life, S is calculated as follows: Life of five years S = 1 + 2 + 3 + 4 + 5 = 15 Life of four years S = 1 + 2 + 3 + 4 = 10 Life of three years S=1+2+3=6 Life of N years S = 1 + 2 +...+ (N-1) + N = N(N+1)/2 The depreciation ratio, D, gives the value an asset depreciates in a given year, relative to its initial value. To calculate D for a specific year of an

items projected life, let the number of remaining years an item has at the beginning of that year be the numerator and let S be the denominator. For example, given an item with a projected life of five years, the depreciation ratio is as follows: For the first year D = 5/15 For the second year D = 4/15 For the third year D = 3/15 In general, for an item with a projected life of N years, the depreciation ratio is as follows: For the first year D = N/S For the second year D = (N-1)/S For the Nth year D = 1/S If you have completed all of the fields, choose the Save icon from the Master File Maintenance menu bar to save your entries or to discard changes, click the Exit icon. If you have more information to input into your master items, click the Rental Pricing, Sale Pricing, Compare Rate/Price, Usage, Web, or Notes tab.
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2.14 Adding Master Items Usage Information

Click the Usage tab to display the Usage form. This screen is used to view Period-to-Date, Year-to-Date, and Cumulative usage information for a selected Master Item. When you add a Master Item you are given the opportunity to enter the usage values for the Master Item. Once you have saved the Master Item record, the system updates the usage fields every time a transaction is performed.
Figure 1-50
PTD/YTD/Cum Rnt Cnt: Enter the number of times items this item has been rented. PTD/YTD/Cum Rnt $: Enter the dollar amount that youve accrued from renting this item. For example, if youve accrued $90 in rent for the month, you would enter that amount in the PTD field. PTD/YTD/Cum Sls $: Enter the dollar amount youve accrued from the sale of these items. PTD/YTD/Cum Sls Qty: Enter how many of these items you have sold.

PTD/YTD/Cum Pur $: Enter the dollar amount you have spent purchasing this item. PTD/YTD/Cum Pur Qty: Enter how many of these items you have purchased. Last Order: Enter the last date that you ordered this item. After the initial entry, the system maintains this field. Last Sale: Enter the last date this item was sold. After the initial entry, the system maintains this field. We recommend that you leave these fields blank unless you have completely accurate automated or manual records on hand when you begin using RCMS. If you have completed all of the fields, choose the Save icon from the Master File Maintenance menu bar to save your entries or to discard changes, click the Exit icon. If you have more information to input into your master items, click the Rental Pricing, Sale Pricing, Compare Rate/Price, Depr Defaults, Web, or Notes tab.
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2.14 Adding Master Items Web Information

Click the Web tab to display the Web form. This screen is used by RCCommerce, which is an optional program sold by Offshore IT Solutions to give you an instant web presence for Shopping Cart and Client Asset Management features. You only need to fill out these fields if you have purchased RC-Commerce.
Figure 1-51
Enable Website: If you want this Master Item to be enabled in the RCCommerce web application, you may toggle this field to Rental, Sale, or Both. If you toggle the item to Rental, it will only be available for rental within the RC-Commerce software. If you toggle it to Sale, the item will only be available for sale. If you toggle it to Both, the item will be available for rental and sale. Manufacture URL: If you enter the manufacturers web site address, there will be a link to the manufacturers web site when the item is displayed in RC-Commerce.

Specifications: You may enter specifications for the item. Link PDF Spec Sheet: If you toggle this field to Yes, a PDF file will be available within RC-Commerce. Note that you will have to add the PDF file to the appropriate directory in RCMS and name the file using the Master ID Number as the file name with PDF extension. Link Image File: If you toggle this field to Yes, a picture or graphic will be available within RC-Commerce. Not, you will have to add the graphic file to the appropriate directory in RCMS, and name the file using the Master ID Number as the file name with either BMP or JPEG extension. View Item Short Description: Toggle this field to Yes if you want to display the 35-character Master Item description. View Item Long Description: Toggle this field to Yes if you want the specification field to be displayed. If you have completed all of the fields, choose the Save icon from the Master File Maintenance menu bar to save your entries or to discard changes, click the Exit icon. If you have more information to input into your master items, click the Rental Pricing, Sale Pricing, Compare Rate/Price, Depr Defaults, Usage, Web, or Notes tab.
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2.14 Adding Master Items Master Item Notes

Click the Notes tab of the Master Item File Maintenance screen to display the Notes form. This tab is used to maintain and edit notes regarding the selected Master Item. This information may contain technical information, sizes, weights, etc. The notes may be viewed from within the contract screen.
Figure 1-52
Notes are kept in one scrolling window attached to each record, and their size is limited only by your available disk space. If you have completed all of the fields, choose the Save icon from the Master File Maintenance menu bar to save your entries or to discard changes, click the Exit icon. If you have more information to input into your master items, click the Rental Pricing, Sale Pricing, Compare Rate/Price, Depr Defaults, Usage, Web, or Notes.

Master Item Options Choose Options in the Master File Maintenance window to access different screens within the Master Item record. A drop down menu appears giving you the navigation options.
Figure 1-53
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Choose Asset
Suppliers Rates
General Rental Pricing Sales Pricing Compare R/P Depr Default Usage Web Notes
to access Asset Item information. to access Supplier information. to view rental and sales rate information. See Viewing Rental and Lease Rates on page 228 for more information. to access the General tab. to access the Rental Pricing tab. to access the Sales Pricing tab. to access the Compare Rate/Price tab. to access the Depr Default tab. to access the Usage tab. to access the Web tab. to access the Notes tab.
Adding Asset Items
If you choose Asset from the Option pull-down menu, the Asset Items for Master Item (Item Number) window appears. This window has 3 tabs: General tab, Usage tab, and the Notes tab.

General Tab - If you click on the General tab the General form appears. This screen contains the basic information about your Asset Item.
Figure 1-54
Status: This field shows the items status. When you add a new item, the status is Available. The program updates this field when the item is rented, sold, etc. Transferred To Company: If you are using multiple companies and transfer the Asset from another company, the originating company ID is displayed. On: If transferred from another company, the date of the transfer is displayed. Asset Package: If this item becomes part of an Asset Package, the program updates this field with the Asset Package ID. Manufacturer: This field shows the manufacturer, brought over from the master item record. Serial Number: Initially this field is blank and cannot be edited. However, you will have the opportunity to enter this items serial number, or have the system assign one.
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Model Number: This field shows the manufacturers model number, brought over from the master item record. Miscellaneous Code: Enter a 1- to 15-character code to categorize Asset Items in a way that is meaningful to you. This field is used only for reference. Some clients use this field for their old asset tag number from their previous system. Available For (Rental/Sale/Both): Press <Enter> to accept the default, brought in from the Master Item record, or enter a different selection. if the item is only available for rental. Select Rental Sale if the item can only be sold. Both if the item can be rented or sold. Press the <Spacebar> to toggle between the Rental/Sale/Both options. Is Item New? (Yes/No): if the item is new. Select Yes No if the item is used. After your initial entry, the program maintains this field. User1: This is a user-definable field. Enter information that is meaningful for you. PO#: This is the purchase order number. This field is updated atomatically if the item has been received through the PO program. Supplier: This field contains the Supplier ID. Purchased: Enter the date that you purchased this item. Sub Rent: This field indicates whether the item was sub rented or if it is part of your inventory. Purchase Cost: This is the price that you paid for the item. Due Back: If the item was sub rented, this is the date it is due back to the supplier. Purchase Company: If the item was transferred from another company, this field contains the company ID for that company. Rental Cost: If the item was sub rented, this contains the sub rental cost.

Prices: New Selling (Price/Margin): This is the New Sale/Margin from the Master Item record. Prices: Used Selling (Price/Margin): This is the Used Sale/Margin from the Master Item record. Usage Tab - When you click on the Usage tab, the Usage form appears. The Usage tab contains usage/history information about your Asset Item. If you are adding a new Asset Item, you are given the opportunity to update the usage fields. After saving your Asset Item information, the system will maintain these fields.
Figure 1-55
PTD/YTD/Cum Rnt Cnt: Enter how many times this item has been rented. After your initial entry, the program maintains this field. PTD/YTD/Cum Rnt Days: Enter how many days this item has been rented. After your initial entry, the program maintains this field. PTD/YTD/Cum Rnt $: Enter the dollar amount that youve accrued from renting this item. For example, if youve accrued $90 in rent for the month, you would enter that amount in the PTD field. After your initial entry, the program maintains this field.
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Depreciation Method: Select Straight Ln to select the Straight-Line depreciation. Double-Decl to select Double Declining-Balance Depreciation Life (in months): This field shows the number of months this item is expected to last. The default is 60. Date Depreciated Through: Enter the date through which to calculate depreciation. YTD Depreciation: This field shows the cost that has been expensed for the year to date. Cum Depreciation: Enter the dollar amount you expect to receive when you dispose of this item. Salvage Value: Enter the items dollar value you expect to receive when you dispose of it. Depreciated Value: This field shows the cost that will be expensed over the items useful life. The program maintains this field. Depreciated Basis: This field shows the cost that will be expensed over the items useful life. The program maintains this field. Method 1: Select Straight Ln to select the Straight-Line depreciation method. Double-Decl to select the Double-Declining-Balance method. Sum-of-Yrs to select the Sum-of-the-Years-Digits depreciation method. Method 2: Select Straight Ln to select the Straight-Line depreciation. Double-Decl to select Double-Declining-Balance.

Notes - When you click on the Notes tab, the Notes form appears. You may enter general notes about your Asset Items or PO notes. PO notes are for notes that you want to appear when you are creating purchase orders.
Figure 1-56
Adding Master Item Suppliers
If you choose Suppliers from the Option pull-down menu in the Master Item screen. The Suppliers for the Master Item (Item Number) window displays. The next screen that displays lets you create a supplier record to associate a specific vendor with the new item. If you buy the item from more than one vendor, you can add multiple suppliers.You can only designate an existing vendor as a supplier. To associate a supplier with an existing master item, choose Options from the Master Item File Maintenance screen, then choose Suppliers. You may then enter the Supplier ID and create a supplier record.
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Figure 1-57
Vendor ID: Enter the number of the vendor that supplies you with this item. Press <F2> to choose from a list of all vendors. You cannot add new vendors from this location. If you want to add a new vendor to designate as a master item supplier, use the Vendors option on the RCMS Maintain menu. See Adding Vendors on page 169 for instructions. Description: When you enter or select a valid vendor number, this fields displays the vendors description. To edit the vendor description, select Vendors from the Maintain menu. See Changing Vendor Information on page 176 for more information.

Vendor Part Number: Enter the vendors part number, which is different from the manufacturers model number. This is used as the default when you create a purchase order. Purchase Discount: If this supplier offers a percentage discount when you purchase this item, enter that percentage here. This is used as the default discount when you enter a purchase order. Minimum Order Qty: Enter the minimum quantity that you generally order from this supplier. This is the default when you create a purchase order, but you can override it with any quantity. Lead Time (days): Enter the number of days it takes this supplier to fill an order for this item. Vendor Rating: Enter a code to classify suppliers. For example, you could enter 1 if this vendor is your best supplier for the item. The rating appears on the Inventory Suppliers Report and determines the order in which suppliers display for each master item. Order Increment: Enter the increments in which you order this item. For example, enter 10 if you order the items in increments of 10 (10, 20, 30, etc.). PTD Qty Received: Enter how many of these items youve received from this vendor during the current period. After your initial entry, the program maintains the figure. YTD Qty Received: Enter how many of these items youve received from this supplier during the current year. After your initial entry, the program maintains the figure. Cum Qty Received: Enter the total number of this item that youve received from this supplier. After your initial entry, the program maintains the figure. Qty On Order: Enter how many of these items you currently have on order from this supplier. After your initial entry, the program maintains the figure. PTD Receipts $: Enter the dollar value for the number of these items that youve received from this supplier in the current period. After your initial entry, the program maintains the figure. YTD Receipts $: Enter the dollar value for the number of these items that youve received from this supplier in the current year. After your initial entry, the program maintains the figure.
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Cum Receipts $: Enter the total dollar value for the total number of these items that youve received from this supplier. After your initial entry, the program maintains this figure. Last Cost: Enter the last cost this supplier charged you for this item. The system updates this field when you receive items from this supplier. Once you save this record you cannot edit the field Supplier Current Cost: Enter the most recent cost that this supplier charged you for this item. The figure entered at the Master Item Pricing Level screen is copied as a default for this field. The system updates this field when you receive items from this supplier and can be edited at any time. Date Last Rcvd: Enter the last date that you received this item from this supplier. Date Last Changed: When you save the record, RCMS fills in this field with the last date that you changed the cost. Warranty: If the vendors warranty is different than the manufacturers, enter the vendors warranty information. If you have completed all of the fields, choose the Save icon from the Supplier File Maintenance menu bar to save your entries or to discard changes, click the Exit icon. If you have more information to input into your master items, click the Rental Pricing, Sale Pricing, Compare Rate/Price, Depr Defaults, Usage, Web, or Notes tab. Adding Master Item Rates If you choose Rates from the Option pull-down menu, the Rates for the Master Item (Item #) window appears. To view rental and sales rate information. See Viewing Rental and Lease Rates on page 228 for more information. If you have more information to input into your master items, click the Rental Pricing, Sale Pricing, Compare Rate/Price, Depr Defaults, Usage, Web, or Notes tab.

Adding Master Item Transfers If you choose Trans from the Option pull-down menu, the Inventory Issue window appears.
Figure 1-58
Qty Received: Enter the number of this item that you have on hand, for example, 500 video tapes. Cost per Unit: Enter your unit cost for this item. Vendor ID: Enter the ID of the vendor from whom you purchased this item. Press <F2> to select from a list of vendors. Date Received: Enter the date on which you received the items or press <Enter> to accept the date shown. Reference: Enter any other information about these items that is important, such as a brand name. Link Code: (Only appears if you are linked to General Ledger.) Enter or accept the three-character linking code associated with these items. When you complete the last field, select from these menu options: When you save the receipt, RCMS updates the value in the New Units field to the current on-hand quantity.
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2.15 Adding Asset Items

Because each asset item is associated with a master item, you can only add asset items using the Master Items option on the RCMS Maintain menu. However, once an asset item record has been created, you can use the Asset Items option on the Maintain menu to view or change it. When you add a new asset item, you will need the following information: The items serial number The items status (available, reserved, rented, leased, sold, in service, or lost) Whether the item is available for rental, sale, or both Whether the item is new The items supplier, purchase date, and purchase cost The items price and profit margin You may add an asset item to a master item record only if the master item is marked Active and has a type of Asset.
Adding Asset Items
To add asset items for an existing master item follow these steps. 1. 2. Choose Master Items from the RCMS Maintain menu. When the Master Item search dialog box appears, enter the number of the master item for which you want to add an asset item, or press <F2> to select from a list of all master items.

3. When the record you selected displays, choose Asset from the options at the top of the screen. The program displays the first asset item record for the selected master item. Choose Search. When the drop-down menu displays, choose Search, Manual. When the Asset Item search dialog box displays, choose Add. The following prompt will appear: Were the items you are adding purchased or rented for subrental? Select Purchased if the asset items you are adding were purchased by your company. Rented if the asset items you are adding were rented by your company for the purpose of subrenting them.
4.
5.
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When you answer the prompt you see the Asset Items for Master Item screen shown below.
Figure 1-59
The top of the screen displays the Master Item ID and Description and the Group ID and Description. Complete the fields as follows: Asset ID: When you initially add an item, this field is blank and you cannot edit it. After you save the record, RCMS fills in the field with the next sequential asset item number, beginning with the number you entered on the Change Setup Information, System Settings screen. Description: This field shows the description of this asset item. Press <Enter> to accept the default description, which is copied from the Master Item, or type in a new description. Status: This field shows the items status. When you add a new item, the status is Available. The program updates this field when the item is rented, sold, etc.

Transferred to company: This field will display the company number that the Asset was transferred from if you have transferred this asset from another company. Asset Package: If this item becomes part of a asset package, the program updates this field with the asset package ID. For more information on asset packages, see Adding Packages on page 230. Manufacturer: This field shows the manufacturer, brought over from the master item record. Serial Number: Initially this field is blank and cannot be edited. However, you will have the opportunity to enter this items serial number, or have the system assign one. See Entering Serial Numbers on page 221. Model Number: This fields shows the manufacturers model number, brought over from the master item record. Miscellaneous Code: Enter a 1- to 15-character code to categorize asset items in a way that is meaningful to you. This field is used only for reference. Available for: (Purchased items only.) Press <Enter> to accept the default, brought in from the Master Item record, or enter a different selection. Select Rental if the item is only available for rental. Sale if the item can only be sold. Both if the item can be rented or sold. For rental items this field is set as Rental and cannot be edited. Is item new?: (Purchased items only.) Select Yes if the item is new. No if the item is used. For rental items this field is set as No and cannot be edited. After your initial entry, the program maintains this field.
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PO #: This field displays the originating purchase order. Purchased: Enter the date that you purchased or rented this item. This field cannot be left blank. Purchase Cost: (Purchased items only.) Enter the amount you paid when you purchased this item. Supplier: Enter the Vendor ID of the supplier you want to associate with this item or press <F2> to select from a list of vendors. A record must exist in the Vendor File for the Vendor ID that you enter. Select Vendors from the Maintain menu to add new vendors, then enter a Vendor ID or press <F2> to select from a list of all vendors. See Adding Vendors on page 169 and Depr Defaults Information on page 196. Subrent: This field displays whether or not this item is being subrented. Due Back: (Rented items only.) This field displays when subrented items are due. Rental Cost: (Rented items only.) This field displays the rental cost for the subrented item. Used Selling Price: (Purchased items only.) Enter how much you would charge a customer to buy this item used. Used Selling Margin: (Purchased items only.) This field is calculated and entered automatically after you enter the used selling price. The remaining Prices fields are brought over from the Master Item record and maintained by the program. When you complete the last field, select from the following options at the top of the screen: to save the new asset item record. Choose Save Edit to change your entries. Cancel to quit without saving the record.

When you save your entries, you see the following option grid:
Figure 1-60
Asset item count If you want to add two or more asset items that use the same information, enter the number of items you want to add. If you only want to add one item, press <Enter> to accept the default number of 1. Enter usage value (For purchased items only.) If you want to enter usage values for this item, select Yes; select No if you do not. Press the space bar to toggle between these choices. Update last cost (For purchased items only.) Select Yes to update this items last cost in its associated master item record. This is useful when you purchase an item at a different cost than the one entered when the master item record was created. Select No if you do not need to update the last cost in the master item record. Enter note(s) Select Yes if you want the opportunity to enter a note for this item. S/N & Misc Code: Select Enter to enter the manufacturers serial number and a miscellaneous code for each item. Assign to have the system assign the serial number. Stock Locations: Enter the stock location for the Assets.
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Labels per item: Enter the number of barcode labels to be printed for each item. When you complete the last field on the option grid, select from the following options: to save your selections and continue. Choose Save Edit to change your entries. Cancel to exit without saving the new record. Each selection on the grid is explained in the remainder of this section. Entering Serial Numbers Assigning Serial Numbers When you select Assign for the Mfg Serial Number option on the grid, the program assigns a serial number to each item you added and updates the Serial Number field on the Asset items for Master Item screen. Entering Serial Numbers When you select Enter for the Mfg Serial Number option on the grid, you see a window similar to the one below.
Figure 1-61
Serial Number: Enter the manufacturers serial number for each item. Misc Code: Enter a 1- to 15-character code to categorize asset items in a way that is meaningful to you. This field is used only for reference.

For multiple additions, you will enter all information for the current item before you enter the serial number of any remaining items. When you are finished, select from these options: to save your entry and continue. Choose Save Edit to change your entry. Printing Bar Code Labels If you chose to print barcodes, when you have finished entering information for all added asset items you will see the following prompt: Found [Asset item count] records to print. Print bar code labels? Choose Print to print the number of barcodes specified for each asset item added. Cancel to continue without printing barcode labels.
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Asset Item Options Choose Options in the Asset Item File Maintenance window to access different screens within the Asset Item record. A drop down menu appears giving you the navigation options.
Figure 1-62
The Options pull-down menu on the Asset Items for Master Item (Item #) contains the following selections:

Choose Master this option returns you to the Master Item screen General this option returns you to the General screen Usage this option returns you to the Usage screen Notes this option returns you to the Notes screen Rates see master item rates Print Bar Codes this option allows you to print a bar code label for the Asset Item.
You can only add asset items through Master Item File Maintenance (choose Master Items from the Maintain menu). After an asset item has been added, you can use either the Asset Item Maintenance or the Master Item Maintenance to view or change the record. See Adding Asset Items on page 215 for instructions on adding asset items.
Viewing or Changing Asset Item Information
When you want to view or change an asset item, you can use either of two options on the Maintain menu to access the item with which you want to work: Asset Items or Master Items. Asset Items This option lets you directly access asset item records, but you can only view or edit the records; that is, you cannot add new asset item records. Master Items To view or edit an asset item record using this option, you must know the ID of the assets master item, but you can also add new asset item records or view a list of all asset items associated with a specific master item.
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Both methods are explained belowuse the option that best suits your needs. For example, if you want to edit an asset item but you also want to add a new item, use the Master Items option. Choose Asset Items from the Maintain menu. You see the Asset Item Maintenance screen. The program displays the first asset item record in the file.
Using Asset Item Maintenance to Select a Record
Figure 1-63
Use one of the following methods to select the item with which you want to work: To work with the first item select the option you wish to use. To select an item by scanning its barcode label, select the Search option. Choose Search, Barcode from the drop-down menu, then begin scanning the label when you see the prompt Scan in Barcode Now.

To select an item manually select the Search option. From the drop-down menu select any Filter Settings you wish to use to narrow the scope of your search, then choose Search, Manual. Using Filter Settings The Filter Settings on the Search menu allow you to narrow the search scope. For example, when Available for Sale is the only setting selected, the program will search for items that are only available to be sold. When a setting is active, a small checkmark appears to the left of the setting. Use one of the following methods to activate as many settings as you want the scope of your search to include. Use the arrow keys to highlight the setting and press the spacebar. If you use a mouse, click the setting. Press the underlined letter in the setting you want to select. To deactivate a setting, repeat the procedure. When you choose Search, Manual, you see the Asset Item search dialog box. Enter the ID of the asset item that you want to view or edit, or press <F2> to browse through a list. Choose Master Items from the Maintain menu. You see the Master Item search dialog box. Select the master item to which the asset item you want to work with is associated. When the master item record displays, choose Asset. The program displays the first asset item associated with the selected master item. Use one of the following methods to select the item with which you want to work: To work with the first item select the option you wish to use. To select an item by scanning its barcode label, select the Search option. Choose Search, Barcode from the drop-down menu, then begin scanning the label when you see the prompt Scan in Barcode Now.
Using Master Item Maintenance to Select a Record
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To select an item manually select the Search option. From the drop-down menu select any Filter Settings you wish to use to narrow the scope of your search, then choose Search, Manual. See Using Filter Settings on page 226. When you choose Search, Manual, you see the Asset Item search dialog box. Enter the ID of the asset item that you want to view or edit, or press <F2> to select from a list. Viewing and Changing the Record Once you make your selection, the program displays the items record. Choose from the following options at the top of the screen: Choose Search to select a different item. If you arrived at this screen from the Master Item File Maintenance screen, you can also add a new asset item for the selected master item. Forward to see the next asset item for this master item. Back to see the previous item for this master item. Edit to change any of the highlighted fields. Delete to delete the item. You can only delete an asset item if it is available (in stock) and has no history information balances. Rates to see a table of rental and lease rates for the current item. Inquiry to see contract or invoice details for this item. See Inventory Inquiries on page 569. Options to add, view, or change the items usage values, depreciation, or notes. If you arrive at this screen through the Master Item File Maintenance, there is also an option to return to the Master Item File Maintenance screen. Exit to return to the Main Menu.
2.15 Adding Asset Items Viewing Rental and Lease Rates

When you choose Rates from the Asset Item File Maintenance screen, you see a display similar to the following:
Figure 1-64
The top half of the window displays general information for both rental and lease rates for a selected price level. Current Level: Displays the description of the Pricing Level. Display Level: Select the price level you want to use to calculate the displayed rental and lease rates.
Rental Rates
Contract Value: This is the retail value and represents the rental dollars applied if the customer purchases the item after renting it. Cost: This is your cost of the item.
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Margin %: This is your rental margin. For example, if your cost is $1000 and you rent the item for $100 a month, you have a 10% rental margin.
Lease Rates
Capitol Cost: This is the items selling price. Cost: This is the items cost to you.
Rental/Lease Rate Detail
The bottom half of the window displays rental and lease rate detail information for the selected price level. Select
Rental Rates Lease Rates
to view rental rate information for the selected price level. to view lease rate information for the selected price level.
Rental Rate Detail When you select to view the rental rate information for an asset item, you see a grid displaying the rental terms defined for your company and the rate information for each term. Terms: This column displays your companys rental terms. Frequency: This column displays the unit of time on which the rental term is defined. Rental Rate: Displays the Rental Rate for each term. Margin: Displays the Rental Margin for each term. Lease Rate Detail When you select to view the leases rate information for an asset item, you see a grid displaying the lease terms defined for your company and the rate information for each term. Terms: Displays the Term of the lease. FMV: Displays the lease amount for a Fair Market Value Lease.
2.16 Adding Packages

Residual: Displays the Residual for the Buy-Out When you finish viewing the rates, press <Esc>, or click OK if you are using a mouse.

Rental Control Management System lets you create packages to assemble master or asset items that you have available as a unit or group (billof-materials). You enter the following information for each package: A description to identify the package Whether the package is available for rental or sale The ID of the master item associated with the package When you want to add a package, choose Packages from the Maintain menu, then choose the type of package you want to add from the submenu that displays. RCMS lets you work with two types of packages: Asset Packages and Master Packages. Asset Packages Asset packages contain the ID numbers of asset items that you rent, lease, or sell as a unit. For example, an asset package could contain the ID numbers for each asset item inside of a computer, such as the video card, hard drive, CD-RW drive, etc. Asset packages help you keep track of the systems you have in inventory and the items that are part of those systems. Master Packages
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Master packages contain the ID numbers of master items that you want to provide price quotes for as a unit or group. See 2 on page 245.
Adding Asset Packages
When you choose Asset Packages from the Packages submenu, you see the Package File Maintenance screen. Select Search then choose Search, Manual from the drop-down menu. The Search, Barcode option and the Filter Settings on the Search menu are not applicable when you add a new package; they only apply when you want to select an existing package to view or change. See Viewing or Changing Asset Packages on page 236 for more information. When you choose Search, Manual, you see the Asset Package search dialog box. Because the program will assign the next sequential number to the new package, you do not need to enter a package ID. Instead, choose the Add command option.
Completing the Package Header
The first step in adding an asset package is to complete the package header. If other package records exist, you see this prompt: Copy default values from an existing record? Choose Yes to copy another asset packages header information for this new record. No to enter new header information. When you choose to copy header information, you see the Asset Package to Copy dialog box. Enter the ID of the package whose information you want to copy, or press <F2> to select from a list of existing asset packages. RCMS fills in the fields with the other packages information.

If you chose to copy information, press <Enter> to accept the information shown, or type in new information, if necessary. If you chose not to copy information, complete the fields on the asset package headerthe fields above the display list.
Figure 1-65
Package ID: When you initially add a package, this field is blank. Once you save the record, RCMS fills in the field with the next sequential package ID, beginning with the number entered on the Change Setup Information, System Settings screen. See 2 on page 76. Description: Type in a description of the package. You can also press <Enter> to skip the field.
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When you leave the package description blank and enter the ID of the master item associated with this package, the program fills in the rest of the screen with the information from the master items record. Status, Customer, Contract, Contract Date, Company: When you include this package in a contract, the program updates in these fields. Master ID: Enter the ID number of the master item associated with this package, or press <F2> to select from a list of all master items. When you enter or edit the Master ID field, RCMS fills in the package header fields with the information from the selected master item record. If you do not want the package associated with a master item, leave the Master ID field blank. Description: When you enter a valid master item ID, the program fills in this field with the master items description. Group ID: Enter the ID number of the group that pertains to this package, press <F2> to select from a list of all groups, or press <Enter> to accept the information shown. Description: This field displays the groups description. Manufacturer: Enter the manufacturer, press <F2> to select from a list of manufacturers, or press <Enter> to accept the information shown. Model: Enter or accept the manufacturers model number, if any. Available for: Press <Enter> to accept the default or make a different selection as follows: Select Rental if the package is only available for rental. Sale if the package can only be sold. Both if the package can be rented or sold. Press the spacebar to toggle between the Rental/Sale/Both options. Is item new?: Press Y if the package is new. Press N if the package is not new. You can also press the space bar to toggle between the Yes/No options. The program maintains this field after your initial entry.

GL Link Code: (This field is only available if you are linked to General Ledger.) Enter or accept the three-character linking code associated with this package. When you move past the last field, choose from the following options: to save the information. Choose Save Edit to edit the entries. Cancel to cancel the procedure without saving your entries. Once you save the new package, you see this prompt: Adding Package Details Do you want to edit the package item list? Choose Yes, then choose Add from the options at the top of the screen. When the Add drop-down menu displays, choose from the following options. to add items to the package by scanning their Select Barcode inventory bar code label. Asset Item to search for or enter the ID of the asset items you want to include. Quantitied Item to search for or enter the ID of the quantitied items you want to include. Barcode When you choose Barcode, a small window overlays the screen and prompts you to begin scanning the items inventory bar code label. When you finish scanning, the program adds a line item to the list at the bottom of the Asset Package File Maintenance screen with that items details. Afterward, the bar code Entry window reappears. You can scan in another item or press <Esc> to remove the window from the screen. Asset Item When you choose Asset Item, you see the Availability for Date Range dialog box. Enter the date range or accept the Default Values. This is necessary because the system needs to check if the items that you want to place inside the package are available within the given date range. When you choose Save, you see the Asset Items for Asset Package search dialog box. Enter the number of the asset item you want to add to
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the package, or press <F2> (or choose Browse) to choose from a list of all asset items. You can also use the selections in the dialogs list box to search for an item by various criteria. If you try to add an asset item that is not available during the specified period, you will be asked if you want to view reservations or contracts for the selected item. After you make your selection, the program adds a line item to the list at the bottom of the Asset Package File Maintenance screen with that items details. The Asset Items for Asset Package search box reappears. You can select another item or press <Esc> to remove the search box from the screen. Quantitied Item When you choose Quantitied Item, you see the Availability for Date Range dialog box. When you choose Save, you see the Quantitied Items search dialog box. Enter the ID number of the master item you want to add to the package, or press <F2> (or choose Browse) to choose from a list of all quantitied items. You can also use the selections in the dialogs list box to search for an item by various criteria. After you make your selection, you must enter the quantity of items you want to add. When you are finished, choose Save. The program adds a line item to the list at the bottom of the Asset Package File Maintenance screen with that items details and the Quantitied Items search dialog box reappears. You can select another item or press <Esc> to remove the search box from the screen. For quantitied master items, you have the option to change the quantity to whatever number you want. Highlight the item then select Edit. The system will warn you if there is not a sufficient quantity available. If you want to add another item after you have removed the Bar code Entry box or search dialog box from the screen. Choose Add again from the options at the top of the screen, then choose Barcode, Asset Item, or Quantitied Item to add the item.

Completing the Package Repeat the procedure in the previous section to add all of the items that you want included in the package. When the package is complete, choose Exit. You see this prompt: Do you want to edit the package notes? Choose Yes to add a note for this package. No if you do not want to add a note. If you add a note, press <F10> when you finish, then save the note. Whether or not you chose to add a note, you return to the Asset Package File Maintenance screen. Choose Exit to return to the Main Menu.
Viewing or Changing Asset Packages
When you want to view or change an existing asset package, choose Asset Packages from the Packages submenu. You see the Asset Package File Maintenance screen. The program displays the first package in the file. Press <Esc> to work with the first package in the file or use the Search option to choose a different package. The Filter Settings let you narrow the scope of the search. Activated settings display a small checkmark. See Using Filter Settings on page 226. Use one of the following methods to activate as many settings as you want included in the search. Use the arrow keys to highlight a setting and press the spacebar. If you are using a mouse, click the setting. Press the settings underlined letter. To deactivate a setting, repeat the procedure. Once you select the Filter Settings, choose one of the following options.
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Choose Search, Manual to choose a package by entering its ID. Search, Barcode to choose a package by scanning its bar code. When you choose Manual, you see the Asset Package search dialog box. Select the package record you want to view or edit. When you choose Barcode, a small window overlays the screen that prompts you to scan the packages inventory bar code label. Once the record displays, select from the following options. Choose Search to add or select another asset package. Forward to see the next record in the file. Back to see the previous record in the file. Edit to edit the currently selected package. Delete to delete the current record. Rates to see rental/lease rates for the entire package for just one line. See Viewing Rental and Lease Rates on page 228. Inquiry to see the asset package contract details. Options to edit the packages notes or print barcode labels. Exit to return to the Main Menu.
Editing the Asset Package Header
When you delete an asset package, you cannot recall it, and all of the packages details will be lost.
Choose Edit to make changes to the currently selected package, then choose Edit Header from the drop-down menu. You can edit any of the highlighted fields. When you finish, press <F10> and choose Save.
Editing or Viewing Asset Package Details
Choose Edit to access the current record. If the packages status is Rented, Leased, or Sold, View Items displays on the Edit drop-down menu. This option only allows you to view information about the selected line item.

If the package status is Available, Edit Items displays on the Edit menu. This option lets you add new items to the package, edit the selected item, or rearrange the order of the details. Editing Items When you choose Edit Item, the package record displays with the cursor positioned on the first item in the Detail display list. The screen cannot display all of the package details; that is, there are more columns of information to the right. To see the other detail columns, press <Tab>, or use the horizontal scroll bar if you are using a mouse. Use the arrow keys or the mouse to select an item on the Detail list, then choose from the following options at the top of the screen.
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Choose Add (only for Available items) to add another asset item or quantitied master item to the package. The new item will appear at the end of the Detail list. Edit (only for Available items) to edit the quantity of nonasset master items. Delete (only for Available items) to delete the selected line item or any item on the detail list by scanning its bar code. Move (only for Available items) to rearrange package details. See Rearranging Package Details (only for Available items) on page 242. Item to display the Asset File Maintenance screen. You can edit the item, or view its rates, contract and invoice details, usage, and notes. Choose Exit to return to the Asset Package File Maintenance screen. The Item option is not available for non-asset Master Items. See 2 on page 223. Aval to see the availability of this item. The list also shows the availability of other master items within the same group, which you could substitute if the current item wasnt available. Rates to see a table of rental and lease rates for the selected line item or the entire package. See Viewing Rental and Lease Rates on page 228.
Exit
to exit the screen.
When you choose Edit Item, the package record displays with the cursor positioned on the first item in the Detail display list.
Editing Package Pricing
To edit the pricing information for the package, choose Edit, then Pricing Level from the menu.

Editing Rental Pricing When you choose Pricing Level, you are taken to the Asset Package, Rental Pricing screen
Figure 1-66
Select Edit to edit the rental pricing information for the package. Current Cost: This field display the cost for the selected package. Description: This field displays the user pricing levels. Rental Margin: This field displays the percentage of total cost that each daily rental rate represents. Daily Rate: Enter the daily rental rate associated with each rental term. RFC: Enter the Rate Factor Code you want to associate with each rental term. Press <F2> to select from a list of factor codes. Description: This field displays the description associated with Rate Factor Code. When you have completed editing the pricing information, choose Save to save your entries.
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Editing Sales Pricing To edit the sales pricing information for the selected asset package, choose Sale Pricing from the Asset Package, Rental Pricing main menu. You see the following screen
Figure 1-67
Select Edit to edit the sales pricing information for the package. Current Cost: This field display the cost for the selected package. Description: This field displays the user pricing levels. Price: Enter the package price you want associated with each rental term. Margin%: Enter the percentage of profit you want associated with each rental term for this packages sales. Margin$: Enter the dollar profit you want associated with each rental term for this packages sales. You only need to enter information into one field for each term, as the other fields are calculated and entered automatically.

When you have completed editing the sale pricing information, choose Save to save your entries. Rearranging Package Details (only for Available items) When you edit package details and choose Move, you see a dialog box with this prompt: Reorder detail for package [Package ID]? Choose Reorder to change the order of the packages details, or choose Cancel to return to the Asset Package File Maintenance screen. When you choose Reorder, you see a display similar to this:
Figure 1-68
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To reorder items using the keyboard, use the up an down arrow keys to highlight the item on the list that you want to move. Press <Ctrl> <up arrow> move the item up in the list. <Ctrl> <down arrow>to move the item down in the list. To reorder items using a mouse, click the item you want to move. Click and drag the button to the left of the selected item to the desired location on the list. When you finish, press <Enter> to save your changes and return to the Asset Package File Maintenance screen. Checking Availability To check the availability of an item within the package, highlight the item on the Detail list, then choose Aval. You see the Master Item for Availability Check dialog box with the items number displayed. Press <Enter> to proceed. Next you see the Availability for Date Range dialog box. Enter the range of dates you want to check for availability, then choose Save.You see the following prompt: Include items that are In Service? Select Yes
No
to include items designated as in-service in the availability search. to omit in-service items from the search.
Next you see the following prompt: Display availability for Master ID, Group, or Substitution groups?

Select Master to display the availability of the selected master item. Group to display the availability of groups containing the selected master item. Substitution to display the availability of groups and any associated substitution groups for the selected master item. Cancel to cancel the search.
You see a screen similar to this:
Figure 1-69
The list shows the availability of other master items which you can substitute if the current item was not available. When you finish viewing the list, press <Esc> to remove it from the screen. To substitute an item on the list for the selected package item, highlight the item to select it, then press <Enter> or click the right
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mouse button. The item you chose replaces the item that was selected on the Detail list. Viewing Rates When you edit package details and choose Rates, you see a dialog box with this prompt: Display rates for detail line or total package? Choose Line to see rates only for the selected item. Total to see rates for the total package. Cancel to return to the Asset Package File Maintenance screen.
When you choose Line, you see the rental and lease rates for the selected item. When you choose Total, you see this prompt: Display rates for package priced by package or detail? Choose Package to see package pricing rental and lease rates. Detail to see detail pricing rental and lease rates. See Viewing Rental and Lease Rates on page 228.
Adding Master Packages
When you want to provide price quotes for master items as a unit or group, choose Packages from the Maintain menu (on the RCMS Main Menu bar), then choose Master Packages from the Packages submenu. If there are no existing packages, you see the Master Package search dialog box. Press <Tab> to highlight the Add command option and press <Enter>, or use the mouse to click Add.

If package records already exist, you see the Master Package File Maintenance screen with the first record in the file displayed. To add a new package, choose Search to bring up the Master Package search dialog box. Select the Add command option, then press <Enter> (or use the mouse to click Add). Completing the Package Header The next step in adding a master package is to complete the package header. 1. When other records exist, you see this prompt: Copy default values from an existing record? Choose Yes
No
to copy another master packages information. to enter new information.
2.
When you choose to copy header information, you see the Master Package to Copy dialog box. Enter the ID of the package whose information you want to copy, or press <F2> to select from a list of existing master packages. RCMS fills in the fields with the other packages information. If you chose to copy information, press <Enter> to accept the information shown, or change the information, if necessary.
3.
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If you chose not to copy information, complete the fields on the master package header.
Figure 1-70
Package ID: When you add a package, this field is initially blank. Once you save the record, RCMS fills in the field with the next sequential number, beginning with the number entered on the Change Setup Information, System Settings screen. See System-assigned Numbers on page 76. Description: Type in a description of the package. You can also press <Enter> to leave the field blank. When you leave the package description blank and enter the ID of the master item associated with the package, the program fills in the rest of the screen with the information from that master items record.

Master ID: Enter the ID number of the master item associated with this package, or press <F2> to select from a list of all master items. When you enter or edit the Master ID field, RCMS fills in the package header fields with the information from the selected master item record. If you do not want the package associated with a master item, leave the Master ID field blank. Description: When you enter a valid master ID, the program fills in this field with the master items description. Group ID: Enter the ID number of the group that pertains to this package, press <F2> to select from a list of all groups, or press <Enter> to accept the information shown. Description: This field shows the selected groups description. Available for: Press <Enter> to accept the default or make a different selection as follows: Select Rental if the package is only available for rental. Sale if the package can only be sold. Both if the package can be rented or sold. Press the spacebar to toggle between the Rental/Sale/Both options. Manufacturer: Enter or accept the manufacturer. Model Number: Enter or accept the manufacturers model number. When you move past the bottom of the screen, select from the following options: to save the information. Choose Save Edit to edit the entries. Cancel to quit without saving your entries.
Adding Package Details
When you choose Save, you see the Do you want to edit the package item list? prompt. Choose Yes.
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If you chose to copy the package header information from another master package record, the prompt asks if you also want to copy the item list from that record. Choose Add from the options at the top of the screen. When the Add drop-down menu displays, choose from the following options. to search for or enter the ID of the asset Select Asset Item items you want to include. Quantitied Item to search for or enter the ID of the quantitied items you want to include. Nonstock Item to search for or enter the ID of the non-stock items you want to include. When you see the dialog box, enter the ID number of the master item you want to add to the package. Press <F2> to select from a list of all master items. You can also use the dialog box list selections to search for an item by various criteria. When adding quantitied and non-stock items, after you make your selection, a small window displays. Enter the number of items to insert in the package, then press <Enter>. Choose Save to save the quantity you entered. Edit to change the quantity.
Figure 1-71
When you save your entry, the program adds a line item to the list at the bottom of the Master Package File Maintenance screen with that items details. The Master Items select box reappears. You can select another item or press <Esc> to remove the select box from the screen. If you want to add another item after you have removed the select box from the screen, choose Add again, then choose Master Item to add the item.
Completing the Package
Repeat the steps in the previous section to add all of the items that you want to include in the master package. When the package is complete, choose Exit. You see this prompt: Do you want to edit the package pricing?
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Choose Yes to edit the rental and sale pricing information for the new package. No if you do not want to edit pricing information. See Editing Package Pricing on page 239 for more information on entering pricing information. When you have completed editing the pricing information, you see the following prompt: Do you want to edit the package notes? Choose Yes to add a note for this package. No if you do not want to add a note. If you add a note, press <F10> when you finish. Whether or not you chose to add a note, you return to the Master Package File Maintenance screen. Choose Exit to return to the Main Menu.
Viewing or Changing Master Packages
When you want to view or change an existing master package, choose Master Packages from the Packages submenu. You see the Master Package File Maintenance screen with the first record in the file displayed. Choose from the following options at the top of the screen: Choose Search
Forward Back Edit Delete Rates Inquiry Notes Exit
to add or select another master package. to see the next record in the file. to see the previous record in the file. to edit the currently selected package. to delete the current record. to see rental and lease rates by package or detail. See Viewing Rental and Lease Rates on page 228. to see the quote history for this package. to add, view, or change the packages notes. to return to the Main Menu.
Editing the Master Package Header
When you delete a master package, you cannot recall it and all of the package details will be lost.
Choose Edit to modify the current record. You see a drop down menu with the options Edit Header and Edit Item. Choose Edit Header to edit any of the highlighted header fields. When you finish, press <PgDn> and choose Save.
Editing Master Package Details
Choose Edit to make changes to the current record, then choose Edit Item from the drop down menu. The current record displays with the cursor positioned on the first line of the packages details. The screen cannot display all of the information for the package details; that is, there are more columns of information to the right. To see the other detail columns, press tab key or use the horizontal scroll bar if you are using a mouse. Use the arrow keys or the mouse to select and highlight an item on the Detail list, then choose an option from the top of the screen.
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2.17 Adding Kits

Choose Add to add another master item to the package. The new item appears at the end of the detail list. Edit to edit the selected items quantity. Delete to delete the selected item from the list. Move to reorder the items on the list. See Rearranging Package Details (only for Available items) on page 242. Aval to see the availability of the selected item. The list also shows the availability of other master items within the same group, which you could substitute if the current item wasnt available. See Checking Availability on page 243. Rates to see a table of rental and lease rates for the selected line item or for the entire package. See Viewing Rates on page 245. Exit to return to the Master Package Maintenance screen.
Editing Master Package Pricing
To edit the pricing information for a master package choose Edit, then choose Pricing Level from the drop down menu. See Editing Package Pricing on page 239 for more information on entering pricing information.
2.17 Adding Kits

Rental Control Management System lets you create Master Kits. Master kits contain the ID numbers of master items that you want to provide price quotes for as a unit or group. You enter the following information for each kit: A description to identify the kit Whether the kit is available for rental or sale The ID of the master item associated with the kit
2.17 Adding Kits

When you want to add a kit, choose Kits from the Maintain menu, then choose the type of kit you want to add from the submenu that displays. RCMS lets you work with two types of kits: Asset Kits and Master Kits. Asset Kits Asset kits contain the ID numbers of asset items that you rent, lease, or sell as a unit. For example, an asset kit could contain the ID numbers for each asset item inside of a computer, such as the video card, hard drive, CD-RW drive, etc. Asset kits help you keep track of the systems you have in inventory and the items that are part of those systems. Master Kits Master kits contain the ID numbers of master items that you want to provide price quotes for as a unit or group.
Adding Master Kits
When you want to provide price quotes for master items as a unit or group, choose Kits from the Maintain menu (on the RCMS Main Menu bar), then choose Master Kits from the Kits submenu. If there are no existing kits, you see the Master kit search dialog box. Press <Tab> to highlight the Add command option and press <Enter>, or use the mouse to click Add. If kit records already exist, you see the Master Kit File Maintenance screen with the first record in the file displayed. To add a new kit, choose Search to bring up the Master Kit search dialog box. Select the Add command option, then press <Enter> (or use the mouse to click Add).
Completing the Kit Header
The next step in adding a master kits is to complete the kit header. 1. When other records exist, you see this prompt: Copy default values from an existing record?
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2.17 Adding Kits

Choose Yes
No
to copy another master kits information. to enter new information.
2.
When you choose to copy header information, you see the Master Kit to Copy dialog box. Enter the ID of the kit whose information you want to copy, or press <F2> to select from a list of existing master kits. RCMS fills in the fields with the other kits information. If you chose to copy information, press <Enter> to accept the information shown, or change the information, if necessary.
3.
If you chose not to copy information, complete the fields on the master kit header.
Figure 1-72
Kit ID: When you add a kit, this field is initially blank. Once you save the record, RCMS fills in the field with the next sequential number, be-
2.17 Adding Kits

ginning with the number entered on the Change Setup Information, System Settings screen. See System-assigned Numbers on page 76. Description: Type in a description of the kit. You can also press <Enter> to leave the field blank. Available for: Press <Enter> to accept the default or make a different selection as follows: Select Rental if the package is only available for rental. Sale if the package can only be sold. Both if the package can be rented or sold. Press the spacebar to toggle between the Rental/Sale/Both options. Choose Save to save the information.
Edit to edit the entries. Cancel to quit without saving your entries.
Adding Kit Details
When you choose Save, you see the Do you want to edit the kit item list? prompt. Choose Yes. If you chose to copy the kit header information from another master kit record, the prompt asks if you also want to copy the item list from that record. Choose Add from the options at the top of the screen. When the Add drop-down menu displays, choose Master Item. When you see the dialog box, enter the ID number of the master item you want to add to the kit. Press <F2> to select from a list of all master items. You can also use the dialog box list selections to search for an item by various criteria.
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2.17 Adding Kits

When adding quantitied and non-stock items, after you make your selection, a small window displays. Enter the number of items to insert in the kit, then press <Enter>. Choose Save to save the quantity you entered. Edit to change the quantity.
Figure 1-73
When you save your entry, the program adds a line item to the list at the bottom of the Master Kit File Maintenance screen with that items details. The Master Items select box reappears. You can select another item or press <Esc> to remove the select box from the screen. If you want to add another item after you have removed the select box from the screen, choose Add again, then choose Master Item to add the item.
2.18 Adding Leasing Companies

Completing the Kit Repeat the steps in the previous section to add all of the items that you want to include in the master kit. When the kit is complete, choose Exit. You see this prompt: Do you want to edit the kit pricing? Choose Yes to edit the rental and sale pricing information for the new kit. No if you do not want to edit pricing information. When you have completed editing the pricing information, you see the following prompt: Do you want to edit the kit notes? Choose Yes to add a note for this kit. No if you do not want to add a note. If you add a note, press <F10> when you finish. Whether or not you chose to add a note, you return to the Master Kit File Maintenance screen. Choose Exit to return to the Main Menu.

Some companies that lease computer equipment carry the financing themselves, while others use outside leasing companies. If you use leasing companies for equipment financed on a lease, you can add a record for each leasing company you use to keep track of that companys buyout terms and lease factors. Having easy access to a leasing companys information simplifies the process of quoting lease rates and ensures that the information quoted is accurate. To add a leasing company, follow these steps: 1. Choose Leasing Companies from the RCMS Maintain menu.
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2. If this is to be the first leasing company added you will se the following prompt: No leasing companies have been defined. Choose Add to add a leasing company. Exit to return to the RCMS main menu. If a leasing company has been added previously, the Leasing Company search dialog box will display. Enter the ID number of the leasing company you want to add, then choose the Add command option. See Using Search Boxes on page 34 for detailed instructions on using the options in a search dialog box. 3. You see a dialog box with this prompt: Copy default values from an existing record? Choose Yes to copy another leasing companys information for the new companys record. No to enter new information. 4. When you choose to copy information, you see the Leasing Company to Copy dialog box. Enter the number of the company whose information you want to copy. Press <F2> to select from a list of leasing companies on file. The fields are filled in with the other companys information.
If you chose to copy information, press <Enter> to accept the information shown, or change the information, if necessary. If you chose not to copy information, complete the fields shown in the following screen.
Figure 1-74
Leasing Company ID: This field shows leasing company ID that you entered. Company Name: Enter the name of the leasing company. Customer Number: If this leasing company is associated with a specific customer, enter that customers number or press <F2> to select from a list of customers. Company Name: When you enter a valid customer number, the program fills in that customers company name. Contact Name: Enter the name of your primary contact at the leasing company. Salutation: Enter the salutation that you want to appear on correspondence to this company. Title: Enter the contact persons title. Address/City/State/Zip: Enter the address of the leasing company. Phone: Enter the companys phone number. Fax: Enter the companys fax number, if any.
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Leasing Buyout Dollar $: Enter the amount of the buyout at the end of the lease term or press <Enter> to accept the default of $0. Leasing Buyout Percentage %: Enter the percentage of the fair market value allowed as the buyout at the end of the lease term or press <Enter> to accept the default of 0.00%. When you complete the fields, choose from these options: to save the new record. Choose Save Edit to change your entries. Cancel to cancel the new record.
Entering Factors
When you save the record, you see this prompt: Edit factors for this leasing company? Choose Yes to enter or edit the factors for the leasing company.

You see a screen similar to the following:
Figure 1-75
Figure 1-76
The first four fields display information brought over from the Leasing Company File Maintenance screen: the Leasing Company ID and Company Name, and the Customer Number and Company Name.
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Min: Enter the leasing companys minimum lease amount. Max: Enter the leasing companys maximum lease amount. Percentages 12 - 60: In the first set of 12 to 60, enter the multiplier for each lease term. Dollar Amounts 12 - 60: In the second set of 12 to 60, enter the multiplier for each lease term. When you complete the entry, press <F10> to move past the bottom of the screen, then choose Save to save your entries. Entering Leasing Company Notes When you save your entries, you see this prompt: Edit notes for this leasing company? Choose Yes to enter a note. Leasing notes are kept in one scrolling window attached to each record. Their size is limited only by available disk space. When you finish the note, press <F10>, then choose Save, then Exit.
Changing Leasing Company Information
When you want to change the information for an existing leasing company, choose Leasing Companies from the Maintain menu. When the Leasing Company search dialog box appears, enter the ID the leasing company with which you want to work. The companys record displays on the screen and the following options are available from the menu bar:
2.19 Setting Up System Comments

Choose Search
Forward Back Edit Delete
Factors
Main
Notes Exit
to select another leasing company. to see the next record in the file. to see the previous record in the file. to edit the current record. to delete the current record. When you delete a record, the Delete option changes to Recall. You can recall a deleted record until you reindex your files. (Only appears if you are on the Leasing Company, File Maintenance screen.) to view or change this companys leasing factors. (Only appears if you are on the Leasing Company, Factors screen.) to return to the Leasing File Maintenance screen. to add, view, or change the companys notes. to return to the Main Menu.

You can set up general-purpose comments that you can print on any invoice, statement, quotes, or contracts. Each comment has its own code. You can also add miscellaneous comments when you are entering contracts. For more information about adding contract comments on the fly, see Entering Comments on page 294. To create comments that you want to use repeatedly, choose System Comments from the RCMS Maintain menu. You see the System Com-
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ment Maintenance screen shown below.
Figure 1-77
Enter the code of the comment you want to add or edit. If you enter a code for a comment that does not already exist, you see a dialog box with the following prompt: Comment not found: [Comment ID] Choose Add to add a new comment with the entered code. Enter the comment as you want it to appear on contracts. When you finish typing or editing the comment, press <F10> then choose Save. When you want to view or change an existing comment, choose System
Comments from the Maintain menu, then enter the ID number of the Changing or Viewing Comments comment with which you want to work. You can press <F2> to access
the list of available system comments to edit. When you select a system comment, the comment displays on screen with the following options:
2.20 Entering Open Contracts and Beginning Balances

Choose Select to view a different comment. Press <F2> to select from a list of existing comments. When the comment displays, a note also displays on the right stating by whom and when the comment was last updated. Edit to edit the current comment. Delete to delete the current comment. When you delete a record the Delete option changes to Recall. You can recall a deleted record until you reindex your files. Forward to see the next record in the file. Back to see the previous in the file. Exit to return to the Main Menu.

The last steps in setting up the program are to enter your customers open contracts and beginning balances. This section describes both procedures.
Entering Open Contracts
First you enter any rental contracts that are currently open. Because this process normally generate invoices that may have already been paid, you want to turn off the Immediately bill? option on Change Setup Information, Contract Tab; enter the open contracts; then run a batch file to mark the contracts as billed through the current date. When you have entered all your open contracts, you will return to the Contract Settings screen and turn the Immediately bill? option back on. 1. Choose Change Setup Information from the RCMS System menu. Choose Contracts Tab. Select the Immediately bill? field and press N. Click the Save button from the menu bar.
2. 3. 4.
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5. Use the instructions in Entering Rental Contracts on page 389 to enter your customers open contracts.
IMPORTANT: It is crucial that you enter all pre-existing contracts with a start date that is prior to the start date of any new contracts. This allows the contract initialization program to mark these contracts as billed. 6. When you return to the Rental Control Main Menu, choose Exit. You will run RCINIT.PRG from the Custom Menu Option. The RCINIT program will need to be added to the custom menu in System Manager. This program runs the contract initialization program that marks the open contracts as billed. (Call OffShore IT Solutions technical support for help when you get to this point.) You see the following prompt: Enter last contract date to mark as billed. The date you enter should be the cutoff date between your preexisting contracts and your new contracts. The initialization program will also use this date to set the first anniversary date for contracts billed periodically. 9. Enter your user ID and password, then choose Mark Contracts Billed from the Initialize menu. When the process finishes, repeat steps 1 through 4, except press Y at the Immediately bill? field.
7.
8.
10.
2.20 Entering Open Contracts and Beginning Balances Entering Beginning Balances
Once youve entered your open contracts, you will want to enter your customers beginning balances. You can use either of two methods, depending on the amount of detail you want to have in RCMS about previous customer charges: Detail or Balance Forward. Choose the method that provides the amount of detail you want RCMS to contain about your customers past transactions. It is a good idea to enter beginning balances right after closing a period. Also, if you plan to link RCMS to General Ledger, do so after you enter beginning balancesotherwise, there will be double postings to General Ledger. The following instructions are just a summary. Read Entering Manual Invoices on page 490 for complete instructions before you establish beginning balances.
Detail Method
For the greatest amount of detail, create a detail line-item invoice for each open invoice the customer has. Use the date of the existing open invoice as the date for each invoice you create. Each invoice should contain one master item for each item on the original invoice. This method allows accurate aging of all invoices that occurred prior to installing RCMS. If you want to use your old invoice numbers for tracking purposes when entering beginning balances, you can enter the first invoice number on the Company Settings screen. See System-assigned Numbers on page 76 for instructions.
Balance Forward Method
An easier method is to create a manual invoice for each customer in the amount of their total open balance. Enter BALANCE FORWARD in the PO Number field to identify the invoice.
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If you enter beginning balances this way, you wont be able to separate out discounts that apply to individual invoices. When you receive a payment from a customer who is entitled to a discount, post a cash receipt for the entire amount that is due, then create a credit memo for the discount. You can use an expanded version of this method if you want to retain more detail of open receivables aging. 1. Enter a manual invoice for each customers open balance over 120 days. 2. Close the period, then enter a manual invoice for each customers balance over 90 days. Close the period again, then repeat these steps for 60 day, 30 day, and current balances.
3.
This will establish the correct aging periods for your Open Receivables report, as well as correct history totals for each customer on the inquiry screens.
Entering Credit Balances
1.
If the customer has a credit balance arising from advance cash payments, enter a cash receipt in the amount to create an open credit, which can be applied later to open invoices. If the credit balance represents a credit for returned equipment, enter a credit memo for that amount. Once you establish your customers balances, close the period to clear out the period-to-date balances so that you can start using the program with a clean slate.
2.
3.
See Closing the Period or Year on page 549.
2.21 Linking to General Ledger

This section contains summary instructions for setting up the link to General Ledger. For a complete explanation of linking codes and detailed instructions on setting up the link, see Chapter 5, Linking to General Ledger Once you enter your customers open contracts, you can link RCMS with General Ledger. Waiting to link until after you enter your customers open contracts allows you to have up-to-date account balances when you begin using the program. To set up the link, follow these steps: 1. Choose Change Setup Information from the RCMS System menu. Choose System Tab. At the Link to Ledger? field, answer Yes. Enter the linking code to use as the default for accounts receivable postings. Click the Save button. If the linking code you entered already exists, you see the first of two Maintaining Linking Codes screens where the General Ledger accounts associated with that code display.
2. 3. 4.
5. 6.
Choose Exit to return to the Main Menu. If you entered a new code, you will be asked if you want to add it. Afterward, you see the first of two Maintaining Linking Codes
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screens. Enter the General Ledger accounts associated with the new code, then choose Save.
Working with RCMS

3.1 3.2 3.3 3.4 3.5 3.6 3.7 3.8 3.9 Working with Quotes, Reservations, and Contracts Entering Rental Quotes Entering Sales/Lease Quotes Entering Rental Reservations Entering Sales/Lease Reservations Entering Rental Contracts Entering Sale/Lease Contracts Processing Credit Applications Converting Quotes, Reservations, and Contracts
3.10 Processing Work Orders 3.11 Generating Billings 3.12 Entering Manual Invoices 3.13 Entering Credit Memos 3.14 Entering Cash Receipts 3.15 Point of Sale - Cash Drawer 3.16 Applying Credits 3.17 Posting Finance Charges 3.18 Calculating Depreciation 3.19 In Service Status 3.20 Printing Contracts and Quotes 3.21 Printing Invoices and Statements
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3.1 Working with Quotes, Reservations, and Contracts

3.22 Closing the Period or Year 3.23 Using the Utilities Submenu 3.24 Using the System Menu 3.25 Using the Message Center 3.26 Leaving the Program

Once you set up the records for your company (customers, inventory, vendors, leasing companies, etc.), and entered your customers open contracts and beginning balances, you are ready to record daily transactions using Rental Control Management System. You use the Order Processing screen to track customer reservations, rentals, sales, and leases. You also use the Order Processing screen to prepare quotes for customers.
Understanding Account Types

Quotes
There are three levels of accountsquotes, reservations, and contracts and each account level has three types: rental, sale, and lease. Quotes are used when a customer requests pricing information. Once you enter the quote, you have the option to save it as a quote-type contract. Quotes are the only contract type that does not affect inventory; that is, RCMS doesnt allocate items from your inventory for quotes. You can convert or delete quotes at any time. See Converting Quotes, Reservations, and Contracts on page 460 for specific details on the type of quote conversions RCMS allows. RCMS allows you to purge Quotes from the system after a time that you specify in the Quote Hold Period field on the Contract Settings screen

(choose Change Setup Information from the System menu, then choose Contracts from the submenu). To purge quotes, choose Utilities from the Transaction menu, then choose Purge Obsolete Quotes and Orders from the submenu that appears. You can include any master item or master package in a quote. Reservations Reservations are used when a customer wants you to set aside equipment for rental, lease, or sale. RCMS allocates inventory items for Reservations, but doesnt generate invoices. You can convert or delete Reservations at any time. RCMS does not purge Reservations with expired reservation periods. You can include any asset package, any quantitied master item, or any asset item in a reservation. Contracts Contracts are used when a customer places an order. RCMS allocates inventory items and generates invoices for Contracts. You can include any asset package, any quantitied master item, or any asset item in a contract. Regardless of the account type, you enter billing and delivery information, and any comments. Then you add the quote, reservations, or contract details. Details are the packages or items that make up the system(s) that you are quoting, renting, leasing, or selling.
Beginning a Transaction
To begin an account transaction, choose Order Processing from the Transaction menu. The options on the Order Processing submenu Customer, Contract, Package ID, Asset Item, Asset Kit, Serial No, and Barcodelet you specify how you want to select or search for an ac-
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count before you begin a transaction. For example, you can select or search for a specific customer, a specific contract, or you can scan an items inventory barcode label to select that item. The Customer option also allows you to enter a new customer before you begin a transaction, without having to use the Customers option on the Maintain menu. Selecting by Customer The Customer option on the Order Processing Screen submenu lets you add, change, or view account transactions by first selecting or adding the customer with whom you want to work. Use this option to: Add a new contract for a new customer. Add to, change, or display an existing customers account when you know their Customer Number. When you choose this option, you see the Order Processing screen appear with a Customer ID text field at the top left of the screen. Enter the number of the customer whose account you want to work with, press <F2> to select from a list of existing customers, or use the pick-list icon to open the data-driller window to search for the customer. If you enter customer information that is not on file, you see the following prompt: Matching Customer record not found. Choose Reenter
Add Browse Cancel
to return to the Customer search dialog box and reenter the customers information. to add a new customer with the Customer Number you entered in the search box. to select from a list of available customers. to return to the main RCMS screen.

When you choose Add, regardless of the criterion used for the search (Customer Number, Phone Number, Zip Code, etc.) the customer number is filled in with the information you used to search for the customer. If you searched for a customer in the 95814 zip code and tried to add the customer when no customers with this zip code were found, 95814 is entered as the customer number for the customer you are adding. Before you enter a customer transaction, you must create a record for them in RCMS. See Adding Customers on page 122. See Using Search Boxes on page 34 for more details on search box options. Once you select or add a customer, you see their account displayed on the screen. Selecting by Contract The Contract option on the Order Processing Screen submenu allows you to select the contract with which you want to work, rather than the contracts associated customer. Use this option to: Add a new contract to an existing customers account when you know the number of their existing contract(s), but not their customer number. Add to, change, or display an existing contract when you know the Contract Number. When you choose this option, you see the Order Processing screen appear with a Contract text field at the top left of the screen. Enter the number of the contract you want to work with, press <F2> to select from a list of existing contracts, or use the pick-list icon to open the data-driller window to search for the contract.
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See Using Search Boxes on page 34 for more details on search box options. Once you select a contract, the customer account associated with that contract displays on the screen. Selecting by Item The remaining options on the Order Processing Screen submenu let you select the rented item that you want to work with, rather than the items contract or the contracts associated customer. Use these options to: Change or display an existing rental item when you know the items Package ID, Asset number, or Serial number, or if you want to search or browse for an Package ID, Asset number, or Serial number using the data-driller window or if you want to select the item by scanning its barcode inventory label.

Choose Package ID to select an item by package ID. When you choose this option, you see the Order Processing screen with Asset Package ID text field at the top left of the screen. Enter the number of the Asset Package ID you want to work with, press <F2> to select from a list of existing Asset Package IDs, or use the pick-list icon to open the data-driller window to search for the Asset Package ID. Asset Item to select an item by entering its Asset Item ID. When you choose this option, you see the Order Processing screen with Asset Item ID text field at the top left of the screen. Enter the number of the Asset Item ID you want to work with, press <F2> to select from a list of existing Asset Item IDs, or use the pick-list icon to open the data-driller window to search for the Asset Item ID. Asset Kit to select an item by Asset Kit ID. When you choose this option, you see the Order Processing screen with Asset Kit ID text field at the top left of the screen. Enter the number of the Asset Kit ID you want to work with, press <F2> to select from a list of existing Asset Kit IDs, or use the pick-list icon to open the data-driller window to search for the Asset Kit ID. Serial No to select an item by entering its Serial Number. When you choose this option, you see the Order Processing screen with Serial Number text field at the top left of the screen. Enter the Serial Number you want to work with, press <F2> to select from a list of existing Serial Numbers, or use the picklist icon to open the data-driller window to search for the Serial Number. Barcode to select the an item by scanning its ID. When you choose Barcode, a window displays prompting you to scan in the items barcode.
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See Using Search Boxes on page 34 for more details on using the search box options. Once you scan an items barcode, or select a package or asset item, the customer account associated with that item or package displays on the screen.
Using the Order Processing screen
No matter which Order Processing Screen option you choose, the Order Processing screen that displays appears similar to this:
Figure 1-1
The top line of the screen below the function buttons displays information from the customer file. The bottom of the screen has a display list with the quotes, contracts, and reservations on file for the currently selected customer.

The options at the top of the screen let you perform various tasks and move through the account file. Some options may be dimmed (that is, not available) if you are working with a new customer, or depending on the type of quote, contract, or reservation highlighted on the display list. Use the arrow keys to navigate the display list. Choose Select
Add Edit
to search and select another entry. to add a new quote, reservation, or contract. to display or change an existing quote, reservation, or contract. See Changing Rental Quotes on page 307 View to display the details of a quote, reservation, or contract. See Viewing Rental Quote Details on page 305 and 352. Conv to convert one account type to another. See Converting Quotes, Reservations, and Contracts on page 460 Del to delete a quote, reservation, or contract. See Changing Rental Quotes on page 307 and Deleting Systems, Packages/Kits, or Items on page 309. Fwd to see the next account in the file. Back to see the previous account in the file. Credit to enter or change the customers credit information. See Adding Ship-To Address Information on page 146. Schedule to schedule a procedure for the currently selected contract. Options to print the currently selected contract, view a contracts invoice details, show a contracts converted orders, show a contracts archived orders, or print a packing slip for a contract. Exit to quit and return to the Contract search dialog box.
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3.2 Entering Rental Quotes Entering Transactions

To enter a new transaction, choose Add. You see a dialog box from which you select the level and type of transaction you want to enter.
Figure 1-2
Sections 3.2 through 3.7 provide instructions for entering each type of account transaction.
3.2 Entering Rental Quotes

When a customer requests pricing information on rental equipment, you enter a rental quote in RCMS. This process calculates the rental rates for quoting purposes and allows you to save the information in case you want to convert the quote to an actual contract. When you enter a quote, the program does not allocate inventory or generate invoices.

When you add a rental quote, you complete several screens of information. This information includes default billing information, address and delivery information, scheduling, comments, and quote details. Quote details are the items and packages that make up the system(s) you are quoting.
Entering a Rental Quote
When you select a customer and choose to add a contract you see the Set Level/Type for New Entry dialog box. To enter a rental quote select Quote, select Rental, then choose OK. If it is inconvenient to enter billing and delivery information (the customer is on the phone and wants the quote right now) or unnecessary (the customer does not want to give you the information right now), you may proceed straight to the building of the quote. Once you finish, you can save the quote and enter the billing and delivery information later, if you want. See Viewing Rental Quote Details on page 305 for a description of each field on that screen.
Entering Quick Quotes
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Entering Quote Billing Information To edit billing information for the quote choose the Billing Info tab under the Header Info menu tab. You see the following screen:
Figure 1-3
Customer ID: This field displays the customers number. Contract: When you add a new quote, this field displays <<New>>. When you save the quote, the program fills in the field with the next system-assigned contract number. See System-assigned Numbers on page 77 Status: This field displays the contracts status. The program updates this field. Start: This field shows the quotes entry date and cannot be edited. Billing Type: This field shows the quotes billing type and cannot be edited.

Salesperson: Enter the user ID of the salesperson responsible for this quote, accept the default from the customer file, or press <F2> to select from a list. You can also leave the field blank. When you enter a valid user ID this field displays that salespersons name. The user ID that you enter in the Salesperson field determines who gets credit for the commission. Get Deposit: Press Y if you require a deposit; press N if you do not. Get Damage Waiver: Press Y if you require a damage waiver; press N if you do not. Contract Identifier: You may use the contract identifier field to group different contracts together. For example you may have a project code where particular contracts for a customer have the same project ID. Append Contract No.: You may enter an existing contract number to this field within a new order and that order will be appended to that contract during the conversion. Billing Type: Enter the customers billing type, or press <Enter> to accept the default from the customer file. Select Periodic in Advance to bill customers periodically in advance depending on the frequency selected (such as weekly or monthly) until the contract expires. Total in Advance to bill contract amounts in advance for a specified period of time by selecting a beginning and ending date. This period will be billed on the initial invoice and then occur on a weekly or monthly basis, depending on the frequency selected, until the contract expires. Event in Advance to bill an event oriented contract in advance for a specific period of time.
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Periodic in Arrears to bill in arrears at preselected intervals. You may set intervals on the Contract Anniversary Date: 1st, 10th, 15th, 20th, 25th or the last day of the month (EOM). if you want to create a rental contract but do not want to create an invoice until the equipment is returned. When the equipment is returned, RCMS will create an invoice for the proper amount. to bill an event oriented contract in arrears for a specific period of time.
Total in Arrears
Event in Arrears
Day: Select the day of the month that you want a periodic in arrears billing to occur on Term: Select the rental term most appropriate for this transaction. Frequency: This field displays the billing frequency associated with the selected rental term. Rent credit for buyout: Select Yes if any of this customers rental dollars would apply to buyout if they chose to purchase the equipment. Applied %: If you answer yes to Rental credit for buyout, enter the percentage of the customers rental dollars that can be applied towards purchase if they choose to buy the equipment. Press <Enter> to accept the default from the company file. Maximum%: If you answer yes to Rental credit for buyout, enter the maximum percentage of the contract value that will be allowed to accrue. For example, you may allow 50% of a customers rental payments to accrue towards a maximum of 85% of the contract value for the item(s) they wish to purchase.

This information appears on rental contracts. It is also used by the system to calculate RTO (rent-to-own) buyout quotes from within any rental contract. Rental Discount%: Enter the percent discount this customer receives, if any, on rental items. Sales Discount%: Enter the percent discount this customer receives, if any, on purchases. Pricing Level: This field displays the current pricing level for this customer, brought over from the customer file. Payment Type: Select the type of payment the customer will use, or accept the default from the customer file. The payment type prints on rental contracts. This tells the delivery person what type of payment to expect (for example, a company check) when they deliver equipment. The payment type you enter here only applies to the first invoice. Subsequent invoices use the terms set forth in the Customer File. Comment: Enter a comment, if any. Warranty Type: Enter the default service type of service that applies to this customer. Select None Carry in if there is no warranty. if the customer must bring in equipment for repairs. Manufacturer if the manufacturer offers a warranty for the rented items. Onsite if the contract includes going to the customers location to make repairs.
Terms: Use the arrow keys to select the payment terms that apply to this customer or press <Enter> to accept the default from the customer file.
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Select
CC1 CC2 CC3 CC4 COD1 COD2 0
0/0/1 0/0/0
0/0/10 0/0/15 0/0/30 0/0/60
if the customer pays with their American Express credit card. if the customer pays with a MasterCard. if the customer pays invoices with VISA. if the customer pays C.O.D. with a credit card. if the customer pays C.O.D. with a cashiers check. if the customer pays C.O.D. with a company or personal check. if youre waiting to assign terms based on the result of their credit application. You wont be able to process contracts for this customer until you change the field. if payment is due on receipt of the invoice. to decline a customers credit and place their account on hold. You wont be able to process contracts for this customer until you change the field. if payment is due 10 days after invoice receipt. if payment is due 15 days after invoice receipt. if payment is due 30 days after invoice receipt. if payment is due 60 days after invoice receipt.
Valid payment terms are maintained as a rule in System Manager. See the System Manager Appendix for information about adding or changing customer payment terms. After you select the customers Terms, the program updates the following fields with corresponding values: Net Due, Pay Dsc $, and Pay Dis Days. Net Due: This field shows the total number of days in which the customer must pay invoices. The value displayed is based on the entry in the Terms field. Payment Disc %: This field shows the percent discount this customer receives, if any, for paying within a certain number of days. The value displayed is based on the entry in the Terms field.

Payment Disc Days:This field shows the number of days in which the customer must pay in order to receive the payment discount. The value displayed is based on the entry in the Terms field. Purchase Order #: Enter the purchase order number associated with this quote, if any. Periods PO Valid: If you entered a purchase order number, enter the number of months that the purchase order is valid. Expires: Enter the purchase orders expiration date, if any. When you complete the fields on the screen, choose from the following options: Choose Save to save your entries.
Edit to change your entries. Cancel to cancel the quote and return to the Contract screen.
Entering Requester Information
If the customer ordering products has a different address or phone number than the default company you may enter this requesters information by choosing Requester tab from the tab menu under the Header Info tab. You see the Requester Information screen. Enter the appropriate information for the customer.
Entering Address/ Delivery Information
The Address/Delivery screen contains the equipments destination and delivery information. The delivery address can be different than the billing address and the requester address.
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To edit the delivery address for the quote choose Address/Delivery tab from the tab menu under the Header Info tab. You see the following screen:
Figure 1-4
From the Ship-To drop down menu you may select the default, customer address, or the Ship-To address. The default address will use the customers billing address unless the user has marked one of the records in the Ship-To table as the default address. If you choose theCustomer menu choice, you may select another customer record as your delivery address. If you choose Ship-To from the menu, you may browse a list of predefined list of shipping addresses for this customer. Ship-To ID: Enter a Ship-To ID number to designate the shipping address. Press <F2> or click the icon to right of the field to see a list of the Ship-To addresses.

The system uses the customers billing address as the destination address. If customers billing address and the equipments destination are the same, press <Enter> to accept the entries in each field. TIP: If you have customers with multiple destination addresses, you can set them up with different customer numbers. Then you can select the customer with the correct destination and you will not have to retype the address. Company: When you enter a valid customer number, the program fills in that customers company name. Contact Name: Enter or accept the name of the contact person at the equipments destination. Address/City/St/Zip/Phone/Fax/Email: Enter or accept the company name, address, and phone number of the destination. Tax District: RCMS uses the Tax District code to determine the proper tax rate to apply during invoicing if you answered yes in the Taxable field when the current customer was added. Sales tax is based on where the equipment is being used. The Tax District should be that of the delivery address if it is different than the billing address. Press <Enter> to accept the default from the customer file. Press <F2> to select from a list of Tax Districts. Enter the Tax District code corresponding to the tax rate you want applied when invoices are generated for this customers purchases. See Adding Tax Districts on page 118 for instructions on adding new tax districts.
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If you want to change whether this customers transactions are taxable, see Changing Company Information on page 114 for instructions. Description: When you enter a valid tax district, the districts corresponding long description displays. Sales Tax: This field displays the sales tax for the selected tax district. Rental Tax: This field displays the sales tax for the selected tax district. Delivery Area: This field shows the delivery area that corresponds to the tax district you entered, brought over from the Tax District file. Directions: Enter directions, such as the closest cross street. These directions print on the contract for the delivery person. Tech Assembling: Enter the user ID of the technician who will assemble the equipment. Press <F2> access a Technician Id search box. Tech Verifying: Enter the user ID of the technician who will verify the assembly. Press <F2> access a Technician Id search box. Profit Center: If you have Profit Centers activated in the Company Information Setup Screen, you may enter the value for the GL account segment associated with the desired profit center. Contract Code: This is a user definable field. You may place any information thats significant in this field. Choose Save to save your entries.
Edit to change your entries. Cancel to cancel the quote and return to the primary Contract
screen. Entering a Default Schedule The quotes default scheduling information is brought over from the Contract Settings screen.

To reach the Contract Settings screen, choose Change Setup Information from the System menu, then choose Contracts from the submenu. See Changing Company Information on page 114 You can enter new schedule information by selecting the Schedule tab from the tab menu under the Header Info tab. You see the following screen:
Figure 1-5
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Billing Type: Select Periodic in Advance to bill customers periodically in advance depending on the frequency selected (such as weekly or monthly) until the contract expires. Total in Advance to bill contract amounts in advance for a specified period of time by selecting a beginning and ending date. This period will be billed on the initial invoice and then occur on a weekly or monthly basis, depending on the frequency selected, until the contract expires. Event in Advance to bill an event oriented contract in advance for a specific period of time. Periodic in Arrears to bill in arrears at preselected intervals. You may set intervals on the Contract Anniversary Date: 1st, 10th, 15th, 20th, 25th or the last day of the month (EOM). Total in Arrears if you want to create a rental contract but do not want to create an invoice until the equipment is returned. When the equipment is returned, RCMS will create an invoice for the proper amount. Event in Arrears to bill an event oriented contract in arrears for a specific period of time.
Day:Select the day of the month that you want a periodic in arrears bill ing to occur on Term: Select the rental term most appropriate for this transaction. Select Daily If you want invoices generated on a daily basis. Weekly If you want invoices generated on a weekly basis. Frequency:This field displays the billing frequency associated with the selected rental term.

Start Date: Enter or accept the contracts beginning date. Start Time: Enter the contracts beginning time or accept the default from the company file. A rental contract can begin at any time. If you usually promise delivery between 12 noon and 5 p.m., you may want to give the customer the benefit of the doubt and start the billing at 5 p.m. End Date/Time: These fields are only available when the Billing Type is Advance; that is, you are going to invoice the customer at the end of the contract. When using this billing type, enter the contracts end date and time. When you enter an End Date, the system will generate a pick-up type work order for that date. The system will also know that the equipment can be reserved for a new contract after that date. Delivery Date/Time: Enter or accept the delivery date and time, which can be different than the billing Start Date and Time. Equipment can be delivered at any time. Delivery Type: Select the method that will be used to deliver the equipment. Press <Enter> to accept the default. Due Date/Time: This field displays the date and time on which the equipment is due back and is not applicable to quotes. Return Date/Time: Enter or accept the date and time on which the equipment would be returned. Return Type: Select the method that would be used to return the equipment. If you do not know, select N/A. Return Date Firm: Select Yes if the return date is definite. Select No if there is no firm end date. Press the <Spacebar> to toggle between the Yes/No options.
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Overdue Date/Time: Enter or accept the date and time on which the equipment is considered overdue. When you move past the last field, choose from the following options: Choose Save to save your entries. Edit to change the default scheduling information. Cancel to cancel the quote.
Entering a Default Price Level
You may change the default Price Level for this quote. Choose Pricing Level from the Edit menu, then choose Default Pricing Level. You see the a list of your companys pricing levels. An asterisk appears next to the current default pricing level, brought over from the customer file. Select the new level then press <Enter>.
Entering Comments
You may edit comments to be included on contracts by selecting Contract Comments from the Edit menu. You see the Contract Comments window and this prompt: Copy contract comment text from system comment? The comment you select prints on the contract. For example, you can state your companys payments, terms, or cancellation policy on the bottom of some contracts. Choose Copy
Enter Blank
to copy a comment from the system comment file. to enter a new comment. if you do not want to enter a comment at this time.
See Setting Up System Comments on page 265. If you choose to copy a comment, enter the comments ID or press <F2> to select from a list of comments.

If you decide not to copy an existing comment, the cursor appears in the note window. Type the comment as you want it to appear. When you finish, press <F10> to exit the note window. Afterward, the screen appears similar to this:
Figure 1-6
Choose Save
to save the comment as shown.
Select to copy a different contract comment. Reselect then, press <F2> to select from a list of existing
Edit Cancel
comments. This option only displays when you copy a system comment. to edit the comment. to cancel the comment and the quote.
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Entering Quote Details The following screen is where you enter the details of the quote; that is, the master packages, master kits and/or master items for which you want to build a quote.
Figure 1-7
When you create a rental quote, each package/kit or item you add is considered a systema group of packages/kits and/or items that you want to keep together for configuration or quoting purposes. A quote can contain one or several systems. Each system can contain one or more master packages/kits and/or master items and each quote can contain one or several systems. The program assigns sequential numbers to each system you add and displays that number in the far left column of the detail list. When you give rates for a quote that contains two systems, you can display the rates for the total quote or only one system. You can also include sale items that are available on a rental quote; for example, the customer may want to buy a box of floppy diskettes.

When you are ready to add the details for a rental quote, first select from the radio buttons to choose a Master Package, a Master Item, or a Master Kit. The following discussion describes each option. See Adding Master Items on page 301 Adding Master Packages 1. To add a group of master itemsa Master Packageto a quote, first choose Master Package from the radio buttons near the top of the screen. Click on the pick-list icon or Press <F2> to select from a list of master packages. To add several packages at one time, highlight each package you want to add and press the select button to mark it. Depending on the data-driller configuration you will see an X marker that shows the selection. You may de-select a package by pressing the de-select button. If you choose to use a descriptive first word for packages (such as FLAT for flat screen), type FLAT (case sensitive) and press <F2> to see a list of all master packages with the first entry description that begins with that word highlighted. 2. On the far right of the first line you see a pull-down menu for Pricing by:
Choose Package to display only the master package rate. Detail to bring in a rate for each package item. 3. If there are already systems in the quote and you want to add a new package to one of the systems, select the system into which you want to add the new package from the System No. pull-down menu on the first line, then repeat steps 1 through 3, above. If you do not want to add the package to a system already in the quote, chose New from the System No. pull-down menu on the first line.
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Figure 1-8
4.
If any of the items with the master package have been designated as External in the master item file, you see a prompt similar this, also shown in the following figure: Item [package item description] is marked as external. Select Yes to move this external item outside package. Select All to move all external items outside the package.
Figure 1-9
Choose Yes
No All
to strip the item out of the package and display its own rate. When the item is stripped out, RCMS reduces the package rate by the rental rate of the stripped out external item. to leave the external item in the package. to move all external items out of the package and display their individual rates.
When you bring in the package rate, the display is similar to the screen shown in the following figure. Notice the column on the far leftSy. It displays the program-assigned number indicating the system to which the package belongs.
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Figure 1-10

When you bring in detail rates, no package price appearsonly the prices for each item associated with the package.
Figure 1-11
Notice the values at the bottom of the screen. The system updates these figures each time you add another package or item to the quote. See Changing Rental Quotes on page 307 for details on the options that appear at the top of the screen. Adding Master Items 1. To add a master item to a quote, first choose Master Asset Item from the radio buttons near the top of the screen. 2. Enter a description of the master item that you want to include in the rental quote or click on the pick-list icon or Press <F2> to select from a list of master items. To add several items at one time, highlight each item you want to
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add and press the select button to mark it. Depending on the data-driller configuration you will see an X marker that shows the selection. You may de-select an item by pressing the de-select button. If you choose to use a descriptive first word for items (such as LASER for laser printer), type LASER (case sensitive) and press <F2> to see a list of all master items with the first entry description that begins with that word highlighted. 3. If you want to add the item to an existing master package, select the package into which you want to add the new item from the System No. pull-down menu on the first line, then repeat steps 1 through 3, above. If you do not want to add the item to a package already in the quote, chose New from the System No. pull-down menu on the first line.
Figure 1-12

When viewing the Line Item Listing screen, notice the Totals at the bottom of the screen. The system updates these figures each time you add another package or item to the quote.
Figure 1-13
See Changing Rental Quotes on page 307 for details on the options that appear at the top of the screen. Adding Master Kits 1. To add a group of master itemsa Master Kitto a quote, first choose Master Kit from the radio buttons near the top of the screen. Enter a description of the master kit that you want to include in the rental quote or click on the pick-list icon or Press <F2> to select from a list of master kits. To add several kits at one time, highlight each kit you want to add and press the select button to mark it. Depending on the data-driller configuration you will see an X
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marker that shows the selection. You may de-select a kit by pressing the de-select button. If you choose to use a descriptive first word for kits (such as FLAT for flat screen), type FLAT (case sensitive) and press <F2> to see a list of all master kits with the first entry description that begins with that word highlighted. If there are already systems in the quote and you want to add a new kit to one of the systems, select the system into which you want to add the new kit from the System No. pull-down menu on the first line, then repeat steps 1 through 3, above. If you do not want to add the kit to a system already in the quote, chose New from the System No. pull-down menu on the first line.
Figure 1-14

When youre finished adding items/packages you may click on the save buttons on the right of the screen. Choose Save to save your entries. Edit to change the default scheduling information. Cancel to cancel the quote.
Viewing Rental Quote Details
The columns on the Rental Quote, Detail display list are as follows: Sy: This column displays the unique number RCMS assigns to each system on the rental quote. T: This column shows the system type; i.e., (R)ental, (S)ale, or (L)ease. M Pckg: For master packages, this column shows the package ID. To designate items included in a master package, a > appears in this column. For non-package master items, this column is blank. Description: This column shows each package and items description. Qty: This column always displays 1.00 unless you increase it. For master items, this column shows the quantity of the item included in the package. Rent: For package pricing, this column shows the package price on the package header line. The fields in this column are blank for each master item in the package. For detail pricing of packages or non-package systems, the column shows the rental price of each master item. Ext Rent: For package pricing, this column displays the same price as the Rent column. The fields in this column are blank for each master item.
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For detail pricing of packages and master items alone, the column shows the extended rental price for each master item. Press <Tab> or use the left arrow key or use the scrollbar to see the remaining fields on the list. Sell: This column is blank for rental items (you can include sale items in a rental quote), and shows the selling price of items available for sale. Extd Sell: This column is blank for rental items, and shows the extended selling price for each item available for sale. Rent Mrg %: This column shows the percentage margin received on the item or package. Sell Mrg %: This column is blank for rental items and shows the percent margin you receive for sale items. Retl Mrg %: This column is blank for rental items and shows the percent margin you receive for sale items sold new. Unit Retl: This column shows the retail value of each master package and master item. Extd Retl: This column shows the extended retail value of each master package and master item. P: This column displays the price level applied to each detail line. Stk Loct: This column shows the stock location for each item. The first package or item you add is one system. When you continue, you can add other master packages or master items to the same system, add a new system, or save the quote as it exists.
3.2 Entering Rental Quotes Changing Rental Quotes

After you build a quote, you may need to change the details. You can add new items, exchange like items, or delete individual items or entire packages. You may change the quantity of any of the existing items or add/remove the items at any time. Let us say that your quote is for a stereo PA system with a 275 watt stereo amplifier, wireless microphone, and two speakers and stands. The screen would look similar to the following figure:
Changing Item Quantity
Figure 1-15
Suppose the customer wants a quote for the same system with two more speakers. Follow these steps: 1. Move the cursor to the detail line that corresponds to the speakers.
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2. Choose Edit from the options at the top of the screen, then choose Detail Line from the submenu.
Figure 1-16
3.
Press <Enter> until the cursor is on the Quantity field, enter 4, then press <Enter>.
Afterward, choose from the following options: Select

Save to save your changes. Edit to change your entry. Cancel to cancel the procedure.
For items that are current, you can also change the Item Type from Rental to Sale or vice versa. When you return to the Add Rental Quote, Detail screen the line for the speakers now shows a quantity of 4.
Figure 1-17
Notice that the amount in the Unit Rent and Extd Rent columns and Rental Items Totals (at the bottom) has increased because the Qty for the memory has increased. Deleting Systems, Packages/Kits, or Items Suppose the customer does not need the Tripods in the package, or you added a system the customer no longer wants quoted, or you want to start the quote over from the beginning. The Delete options (shown in the following figure) provides you with a way to accomplish each of these tasks.
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Figure 1-18
Deleting One Item or Package To remove one item or an entire package from a quote, follow this procedure: 1. On the detail list, highlight to the item you want to remove.
If you want to delete the entire package, place the highlight on the package header (the first line of that package on the list, which displays the package ID). 2. Choose Delete from the buttons at the top of the screen, then choose Detail Line from the drop-down menu. The program asks you to confirm that you really want to delete the detail record from the quote. If you highlighted a package header, you will be asked to confirm that you want to delete the package. Choose Delete.
3.

Deleting a System To remove an entire system from a quote, follow this procedure: 1. On the detail list, highlight any line in the system you want to remove. Choose Delete from the buttons at the top of the screen, then choose System from the drop-down menu. When the program asks you to confirm that you really want to delete the system from the quote, choose Delete.
2.
3.
Starting Over If you want to rebuild a quote, follow this procedure to remove all of the quotes systems: 1. Choose Delete, then choose All Lines from the drop-down menu. When the program asks you to confirm that you really want to delete the all lines from the quote, choose Delete. Use the instructions in Entering Quote Details on page 296 to rebuild the quote.
2.
3.
No matter what part of a quote you delete, the Unit Rent and Extd Rent columns and Rental Items Totals at the bottom update to reflect the change.
Changing the Leasing Company
RCMS also makes it easy to change the leasing company associated with a contract while you are editing the quote details. 1. At the Edit Rental Quote, Detail screen, choose Options, then choose Change Leasing Co. () from the drop-down menu. Notice that the current leasing company ID displays next to the that menu option.
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2. When the Leasing Company search box displays, enter the ID of the leasing company you want to select or press <F2> to select from a list of leasing companies.
Although the new leasing company ID does not display on the screen, you can repeat step 1 to see the name of the leasing company for the selected contract.
Checking Availability
Suppose you want to check the availability of an item in a quote, such as the amplifier in the sound package. You can use one of three methods. These methods are Calendar Availability, Item Grid Availability and Qty Screen Availability: Item Grid Availability 1. Highlight the item for which you want to check availability. At the Edit Rental Quote, Detail screen, choose Aval, then choose Item Grid Availability. You cannot check the availability of nonstock items.

2. You see a window similar to this:
Figure 1-19
Enter the date range for which you want to check the availability and whether or not the End Date is firm. When you move past the last field, choose Save. 3. If you are checking the availability for a Master Item, you see this prompt: Include items that are In Service. Choose Yes
No
to include items designated as in-service in the availability check. to include only those items currently available in the availability check.
After making your selection you see the following prompt:
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Display availability for Master ID, Group, or Substitution groups? Choose Master
Group
Substitution
Cancel
to check the availability of the selected master item. to check the availability of groups associated with the selected master item. to check the availability of the selected item and items in the same group that can be substituted for that item. to cancel the procedure.
When the browse list displays, you see rental, resale, allocated and total quantities. When you are finished press <Esc> to return to the Edit Rental Quote, Detail screen. Qty Screen Availability 1. Highlight the item for which you want to check availability. At the Edit Rental Quote, Detail screen, choose Aval, then choose Qty Screen Availability. 2. Press the down arrow key to highlight the Display Setting Qty Available, then press <Enter>.

The program adds a column for availability to the right of the quantity column, similar to the screen shown in the following figure.
Figure 1-20
To remove the Available column from the display list choose Price or Schedule from the Options menu. Calendar Availability 1. Highlight the item for which you want to check availability. At the Edit Rental Quote, Detail screen, choose Aval, then choose Calendar Availability.
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A screen similar to the one shown in the following figure.
Figure 1-21
From the radio buttons at the top of this page you can choose to display the matching Master Items, Group or Substitution Group. From the radio button below the calendar you can choose whether to scroll through the calendar a day, week or month at a time. You can then use the right and left arrows on either side of the radio buttons to move through the calendar. Location: You may choose the location for the availability check by entering the location ID or clicking the pick list button to the right of the field. Include Allocated: This check box determines whether items that are allocated are excluded from the quantity available.

Asset Level: The Asset Level button will allow you to drill down to the serialized asset level to show you a graphical representation of each items availability in a Gantt chart view.
Figure 1-22
Each asset ID number is shown in the first column with the status for each day displayed in the color coded browse. The legend in the top of the screen indicates whether the item is on rent, reserved, in-service etc. When you are done viewing the screen you may click the close button.
Exchanging Items
Suppose you check the availability of an item and the quantity is zero. You can substitute a different item into the package that does have a quantity on hand. You can also substitute one entire package for another. 1. Highlight the item or package you want to exchange. At the Edit Rental Quote, Detail screen, choose Exchg. You see the drop-down menu shown in the following figure.
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Figure 1-23
2.
The Filter Settings on the menu let you narrow the exchange possibilities. To select a setting, use the down arrow key to highlight the setting, then press <Enter>. A small marker appears next the selected setting.
Choose Substitution Groups to see a pre-defined list of items that can be substituted for one another. See Filter Settings on page 32 and Substitution Groups on page 156 for more information. 3. Choose Exchg again, then choose Manual from the dropdown menu. When the search box appears, press <F2>. You see the a list of items or packages available for exchange.
4.

5. Highlight to the item or package you want to exchange in and press <Enter>. When you return to the Rental Quote, Detail screen, the selected item or package has been replaced by your selection at the browse list.
Exchanging items does not change the rates. Normally you should delete the item and add the new item if you want the program to properly adjust the rates.
Changing Scheduling
If you need to change a quotes default scheduling information, follow this procedure: 1. At the Order Processing screen, highlight the contract with which you want to work, then choose Edit from the options at the top of the screen.
You see the Default Schedule window for all lines in the quote. If you are already at the Edit Rental Quote, Detail screen, choose Edit from the options at the top of the screen, then choose Schedule from the drop-down menu. 2. Edit the fields or press <Enter> to accept the entries shown.
See Entering a Default Schedule on page 401 for a detailed description of each field. When you move past the last field, choose from the following options: Choose Save to save your entries.
Edit to change the information. Cancel to cancel your changes.
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Viewing Schedules To view Delivery and Return dates for each package/item on the quote, choose Options from the Edit Rental Quote, Detail screen, then select Schedule to mark that Display Setting. Deliver and Return columns display to the right of the Description column.
Changing Rental Quote Information
The following options are available at the top of the screen: Choose Select
Add
Edit
to delete quote details. to add another package or item to the quote. Additional packages can belong to the same system or a new system. You can specify that additional items be part of an existing quote package (and the system associated with that package), outside of the package but part of the same system, or part of a new system. to change a quotes details, billing information, requester information, address/delivery information, scheduling, comments, pricing level, deposit, or pro-

ration settings. You also choose this option to confirm or approve orders. to display the details of a quote. to convert one account type to another. to delete quote details. to see the next quote in the file. to see the previous quote in the file. to exchange one master item or package for another that belongs to the same group. to check the availability of items that belong to the same group or substitution groups. to see rates for the total quote, one line, or for one system for a quote with multiple systems. to see totals for the rental quote. to add or edit the customers credit application. to add or edit the customers credit application. to change the contracts leasing company or to enter notes for the selected line item. You can also choose to display prices, availability, and scheduled delivery and return dates for all items or packages in the quote. to save the quote for editing at a later time. to return to the main Contract screen.
View Conv Delete Fwd Back Exchg Aval Rate Total Credit Schedule Options
Save Exit
If you Exit the Edit Rental Quote, Detail screen without saving, your entries will be discarded. See Processing Credit Applications on page 453 for complete instructions on entering a customers credit information. Also see Changing the Leasing Company on page 311, Checking Availability on page 312, and Changing Scheduling on page 319.
Editing Rental Quotes
If you need to change a quotes details, scheduling information, comments, pricing level, deposit information, or proration settings, at the Edit Rental Quote, Detail screen, choose Edit. Choose the option for the type of information you want to change.
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Select to change the quotes detail schedule. See Changing Scheduling on page 319 Pricing Level to change the pricing level for All Lines, a single Detail Line, or all items in a System. You may also change the Default Pricing Level for all items in the quote. Contract Comments to change the quotes comments. Invoice Comments this option is only available for contracts Deposit to change the quotes deposit amount. Proration Settings to edit the proration information for the current rental term. Confirm/Approve to confirm or approve the order so the Order quote can be converted to a contract.
Schedule
When the screen displays for the option you chose, edit the fields or press <Enter> to accept the entries shown. Billing Information, Requester information and Address or Delivery Information can be accessed from the tabbed menu items under the Header Info tab of the Edit Rental Quote, Detail screen. See Entering Quote Billing Information on page 282, Entering Address/Delivery Information on page 287, Entering Comments on page 294, Entering a Deposit on page 412, Confirming the Order on page 325, for descriptions of the fields that display for each selection. When you move past the last field, choose from the following options: Choose Save to save your entries.
Completing the Quote
Once the quote is how you want it, you can display the quotes rates, then save the information.

Viewing Quote Rates Choose Rate from the options at the top of the screen. Choose Total
Detail Line System
to see rates for the entire quote. to see rates for the highlighted line. to see rates for the highlighted system if the quote includes more than one system.
The following figure is similar to the screen you see when you choose Total.
Figure 1-24
The top half of the window displays general information for both rental and lease rates for a selected price level. Current Level: This field displays the current pricing level applied to the quote, detail line, or system. Multiple is displayed in this field when more than one price level is used in the quote or system.
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Pricing Level: Select a price level to display pricing information for that pricing level. This field does not set the pricing level for the quote. See Editing Rental Quotes on page 321 to change the pricing level for a detail line, a system, or the entire quote. Rental Rates Contract Value: This is the retail value and represents the rental dollars applied if the customer purchases the item after renting it. Cost: This is your cost of the item. Margin %: This is your profit margin. For example, if your contract value is $1000 and your cost is $600, you have a 40% profit margin. Lease Rates Capital Cost: This is the items selling price. Cost: This is the items cost to you. Margin %: This row shows your sales/lease margin for dollar buyout leases. Rental/Lease Rate Detail The bottom half of the window displays rental and lease rate detail information for the selected price level. Select
Rental Rate Detail When you select to view the rental rate information for a rental quote, you see a grid displaying the rental terms defined for your company and the rate information for each term. Terms: This column displays your companys rental terms. A > appears next to the companys current rental term.

Frequency: This column displays the unit of time on which the rental term is defined. Cost: This column displays the rental rate for each rental term. Margin: This column shows the rental margin for each rental term. Lease Rate Detail When you select to view the leases rate information for a rental quote, you see a grid displaying the lease terms defined for your company and the rate information for each term. Terms: This column displays the lease terms for your company. FMV: This field displays the Fair Market Value amount Residual: This is the residual amount after the term of the lease has expired. Screens for Detail Line rates and System rates are similar to the Total screen. When you finish viewing the rates, press <Esc>, or click OK if you are using a mouse. Confirming the Order Once youve completed a quotation and you want to make it an actual order, you must confirm the quote. This changes the quote to an order status. You may also approve the order (if you have been granted the rights to do so), automatically create a reservation and/or automatically assign the assets. To confirm a quote choose Confirm/Approve Order from the Edit menu. You will see the Order Status window.
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Figure 1-25
Confirmed Order: Press Y if the quote is for a confirmed order. You can also press the <Spacebar> to toggle between Yes/No options. Approved Order: This field shows whether the order has been approved. You can edit this field later, or approve the order when it is confirmed. Note - You must have been given the privilege to approve an order otherwise this field is disabled. You can only approve a quotes order if it has been, or is currently being, confirmed. Only quotes with an approved order can be converted to another account type, such as a sales contract. Use the Credit Processing option on the Transaction menu to approve confirmed orders. See Processing Credit Applications on page 453

Create Reservation: Press Y if you want to automatically create a reservation. Assign Assets: If you also want to assign serialized assets for all the items on your quote choose Yes here. Entered By/Confirmed By/Approved By: These fields show by whom and when the customers credit application was entered, confirmed, and approved. The system updates these field as each process occurs. See Processing Credit Applications on page 453 for instructions on verifying and approving credit applications. When you finish, choose Save to process the orders status. Verifying the Default Schedule When you enter that an order is confirmed, you may want to reverify the scheduling for this contract. Choose Edit, then Schedule to access the quotes scheduling information. See Entering a Default Schedule on page 401 Saving the Quote When you complete a quote, choose Save from the options at the top of the screen. If you indicated that a deposit is required when you created the quote, you will be prompted edit the deposit amount now.
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Viewing Totals You see a display similar to the following figure, which shows you totals for the quote.
Figure 1-26
Choose Save
to save the quote. Edit to modify the quote. Cancel to cancel the entire quote.
If you exit the screen without saving, your entries will be discarded.

Procedure and Print Options When you choose to save a quote you see the following screen:
Figure 1-27
Print contract: Choose Yes to print the quote. When the Output Destination Selection box displays, select the printer to which you want to send the quote. No to bypass this procedure. You can print the quote later using the Contracts and Quotes option on the Print menu. Update work order: When you mark a quote as a confirmed, you see this field. Choose Yes to have the program create an unassigned work order to configure the equipment on this contract. No if you dont want to create a work order now. See Automatically Generating Work Orders on page 330.
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Printing Quotes When you enter Yes in the Print Contract field, you see the following window:
Figure 1-28
Print Internal: Select Yes to print an in-house copy as well as the customer copy. No to only print a customer copy. Print Pick List: Select Yes to print and inventory list for the quote. No if you do not require an inventory list. Number of Copies: Enter the number of copies you want to print. Cond. Agreement: Select Yes to print the conditions of agreement after the contract is printed. The conditions of agreement are generated from a Microsoft word mail-merge document. No if you do not want toprint the conditions of agreement after the contract is printed. When you finish, choose Proceed. See Printing Contracts and Quotes on page 539. Automatically Generating Work Orders RCMS will automatically create unassigned work orders to schedule different events in the contract process. Each time an event will generate an

unassigned work order, the program will prompt you to verify that this is what you want to do before it actually updates the work order file. Once the file has been updated, use the Work Orders option on the Maintain menu to assign and complete existing work orders. See Processing Work Orders on page 468 The list below shows the events that prompt the creation of a work order and the type of work order created.
Event Confirmed Quote Completed Config Work Order Rental/Lease/Sale Reservation/Contract Equipment Return Work Order Created Configuration Work Order Delivery Work Order Delivery Work Order Return Work Order
If you dont create a Configuration work order now, you will not have the opportunity to do so again. You will have to manually create a Task work order using the Work Orders option on the Maintain menu.
Creating a Configuration Work Order When you enter Yes in the Update work order field, you see the following window:
Figure 1-29
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3.3 Entering Sales/Lease Quotes

Delivery Date/Time: These fields show the date and time that the equipment is scheduled to be delivered. Configure Date/Time: Enter the date and time that you want the equipment configured. Operational/Delivery Notes: If there are specific configuration instructions you need to convey to the technician, enter them here. When you finish, choose Save to save your entries. When you return to the main Contract screen, the display list includes a summary item for the quote you just added. See Using the Order Processing screen on page 278 for a description of each option at the top of the screen.

When a customer requests prices for equipment they want to buy or lease, you enter a sales or lease quote in RCMS. This process calculates the sales prices or lease rates for quoting purposes and allows you to save the information in case you want to convert the quote to an actual contract. When you enter a quote, the program does not allocate inventory or generate invoices. Adding a sales or lease quote is similar to adding a rental quote. You are asked to complete the same information screens: default billing information, address/delivery information, scheduling, comments, and quote details. Quote details are the items and packages that make up the system(s) you are quoting.
3.3 Entering Sales/Lease Quotes Beginning the Transaction

To begin a sales/lease quote transaction, choose Order Processing Screen from the Transaction menu. The options on the Order Processing Screen submenuCustomer, Contract, Package ID, Asset Item, and Barcodelet you specify how you want to select or search for an account before you add, change, or display a transaction. Use one of the options on the Order Processing Screen submenu to select an account. See Selecting by Customer on page 274, Selecting by Contract on page 275, and Selecting by Item on page 276 for more information on each Order Processing Screen option. No matter which Order Processingt Screen option you choose, the Contract screen that displays is similar to the screen in the following figure.
Figure 1-30
The top half of the screen displays information from the customer file.
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The bottom of the screen has a display list with the quotes, contracts, and reservations on file for the currently displayed customer. The options across the top of the screen let you perform various tasks and move through the account file. Some of the options may be dimmed (that is, not available) if you are working with a new customer, or depending on the type of quote, contract, or reservation highlighted on the display list.
Entering a Sales/ Lease Quote
To enter a Sales/Lease Quote, choose Add. You see a dialog box from which you select the level and type of account you want to enter. In the Set Level/Type for New Entry dialog box, select Quote, select Sale or Lease, then choose OK. You see the Edit Sale/Lease Quote, Detail Screen.

Entering Sales/Lease Billing Information To edit the billing information for the quote, select the Billing Info tab under the Header Info tab menu. You see the following screen which contains the customers default billing information.
Figure 1-31
Customer: This field displays the customers number. Contract: When you add a new quote, this field displays <<New>>. When you save the quote, the program fills in the field with the next system-assigned contract number. Status: This field displays the contracts status. The program updates this field. Start: This field shows the quotes entry date and cannot be edited. Salesperson: Enter the user ID of the salesperson responsible for this quote, accept the default from the customer file, or press <F2> to see a list.
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When you enter a valid user ID this field displays the salespersons name. The user ID that you enter in the Salesperson field determines who gets credit for the commission. Contract Identifier: You may use the contract identifier field to group different contracts together. For example you may have a project code where particular contracts for a customer have the same project ID. Append Contract No.: You may enter an existing contract number to this field within a new order and that order will be appended to that contract during the conversion. Purchase Order #: Enter the purchase order number associated with this quote, if any. Terms: Use the arrow keys to select the payment terms that apply to this customer or press <Enter> to accept the default from the Customer file. Net Due: This field shows the total number of days in which the customer must pay invoices. The value displayed is based on the entry in the Terms field. Payment Disc %: This field shows the percent discount this customer receives, if any, for paying within a certain number of days. The value displayed is based on the entry in the Terms field. Payment Disc Days:This field shows the number of days in which the customer must pay in order to receive the payment discount. The value displayed is based on the entry in the Terms field. Rental Discount: Enter the percent discount this customer receives, if any, on rental items. Sales Discount: Enter the percent discount this customer receives, if any, on purchases.

Pricing Level: This field displays the current pricing level for this customer, brought over from the customer file. Payment Type: Select the type of payment the customer will use, or accept the default from the customer file. The payment type prints on the sales contract. This tells the delivery person what type of payment to expect (for example, a company check) when they deliver the equipment. Comment: Enter a comment, if any. Warranty Type: Enter the default type of service that applies to this customer. Enter if there is no warranty. if the customer would have to bring the equipment in for repairs. Manufacturer if the manufacturer offers a warranty for the items. Onsite if the company would go to the customers location to make repairs. None Carry in
Warranty Days: (Only applicable if the Warranty Type is Onsite or Carry In.) Enter the number of days for which the warranty would be valid. See page 285 for a description of each payment term. Valid customer payment terms are maintained as a rule in System Manager. See the System Manager Appendix for information about adding or changing customer payment terms. After you select this customers Terms, the program updates the following fields with corresponding values: Net Due, Pay Dsc $, and Pay Dis Days. When you complete the screen, choose from the following options:
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Choose Save to save your entries.
Edit to change your entries. Cancel to cancel the quote and return to the Contract screen.
Entering Requester Information
If the customer ordering products has a different address or phone number than the default company you may enter this requesters information by clicking on the Requester tab menu under the Header Info tab. You see the Requester Information Screen. You may add new Requester information or you may select from existing Requester records.
Entering Address/ Delivery Information
The Address/Delivery screen contains the equipments destination and delivery information. The delivery address can be different than the billing address and the requesters address. To edit the delivery address for the quote choose the Address/Delivery tab menu from under the Header Info tab. You see the following screen:
Figure 1-32

From the Ship-To drop down menu you may select the default, customer address, or the Ship-To address. The default address will use the customers billing address unless the user has marked one of the records in the Ship-To table as the default address. If you choose theCustomer menu choice, you may select another customer record as your delivery address. If you choose Ship-To from the menu, you may browse a list of predefined list of shipping addresses for this customer. Ship-To ID: Enter a Ship-To ID number to designate the shipping address. Press <F2> or click the icon to right of the field to see a list of the Ship-To addresses. Company: Enter the Ship-To company name. Contact: Enter the name of the contact person at the equipments destination. Address/City/State/Zip/Country/Phone/Fax/Email: Enter the address, phone number, fax number and email address of the destination. Tax District: RCMS uses the Tax District code to determine the proper tax rate to apply during invoicing. If you answered yes in the Taxable? field when you added this customer, this field is mandatory. Sales tax is based on where the equipment is being used. The Tax District should be that of the delivery address if it is different than the billing address. Press <F2> to select from a list of Tax Districts. Enter the Tax District code corresponding to the tax rate you want applied when invoices are generated for this customers purchases. See Adding Tax Districts on page 118 for instructions on adding new tax districts.
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Sales Tax: This field displays the sales tax for the selected tax district. Rental Tax: This field displays the sales tax for the selected tax district. Description: When you enter a valid tax district, the districts corresponding long description displays. Delivery Area: This field shows the delivery area that corresponds to the tax district you entered, brought over from the Tax District file. Directions: Enter directions, such as the closest cross street. These directions print on the contract for the benefit of the delivery person. Tech Assembling: Enter the user ID of the technician who will assemble the equipment. Press <F2> to access a Technician ID search box. Tech Verifying: Enter the user ID of the technician who will verify the assembly. Press <F2> to access a Technician ID search box. Profit Center: If you have Profit Centers activated in the Company Information Setup Screen, you may enter the value for the GL account segment associated with the desired profit center. Contract Code: This is a user definable field. After you enter all of the necessary information, choose from the following menu choices at the top of the screen: to save the information. Choose Save Cancel to quit without saving any changes or additions. Exit to exit the window and return to the main menu bar.
Entering a Default Schedule
The quotes default scheduling information is brought over from the Contract Settings screen.

To reach the Contract Settings screen, choose Change Setup Information from the System menu, then choose Contracts from the menu tabs. See Changing Company Information on page 114 You can enter new information by selecting Schedule then Default Schedule from the Edit menu. You see the following screen:
Figure 1-33
Start Date: Enter or accept the contracts beginning date. Start Time: Enter the contracts beginning time or accept the default from the company file. A sales/lease contract can begin at any time. If you usually promise delivery between 12 noon and 5 p.m., you may want to give the customer the benefit of the doubt and start the billing at 5 p.m.
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Delivery Date/Time: Enter or accept the delivery date and time, which can be different than the billing Start Date and Time. Equipment can be delivered at any time. Delivery Type: Select the method that will be used to deliver the equipment. Press <Enter> to accept the default. When you move past the last field, choose from these options: Choose Save to save your entries.
Edit to change the default scheduling information. Cancel to cancel the quote.
Entering Comments
You may edit comments to be included on contracts by selecting Contract Comments from the Edit menu. You see the Contract Comments window and this prompt: Copy contract comment text from system comment? The comment you select prints on the contract. For example, you can state your companys payments terms or cancellation policy on the bottom of some contracts. Choose Copy
Enter Blank
to copy a comment from the system comment file. to enter a new comment. if you dont want to enter a comment at this time.
See Setting Up System Comments on page 265. If you choose to copy a comment, enter the comments ID or press <F2> to select from a list of comments. If you decide not to copy an existing comment, the cursor appears in the note window. Type in the comment as you want it to appear. When you finish, press <F10> to exit the note window.

Choose Save
Select Reselect
Edit Cancel
to save the comment as shown. to copy a different contract comment. then press <F2> to select from a list of existing comments. This option only displays when you copy a system comment. to edit the comment. to cancel the comment and the quote.
Entering Sales/Lease Quote Details
When you choose Save, you see the following screen where you enter the details of the quote; that is, the master packages, master kits, and/or master items for which you want to build a quote.
Figure 1-34
When you create a sales or lease quote, each package/kit or item you add is considered a systema group of packages/kits and/or items that you want to keep together for configuration or quoting purposes. A quote can contain one or several systems. Each system can contain one or more master packages and/or master items and each quote can contain one or
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several systems. The program assigns sequential numbers to each system you add and displays that number in the far left column of the detail list. When you are giving rates for a quote that contains two systems, you can display the rates for the total quote or only one system. You can also include rental items that are available on a sales/ lease quote; for example, the customer may want to rent a monitor. When you are ready to add the details for the quote choose Add from the options at the top of the screen. Under the Line Item Detail tab you can choose to add a Master Package, a Master Item, or a Master Item from the radio button options. The following discussion describes each option. Adding Master Packages 1. To add a group of master itemsa Master Packageto a quote, choose Master Package from the radio button options. 2. Click on the pick-list icon in the Item/Package text field or click on the pick-list icon in the Description text field to bring up the data-driller selection window. To add several packages at one time, select each package you want to add and press select button or use Alt-S. An X marker appears in the X tag column of each selected package. You can deselect a package by putting the cursor in the row of the package you wish to deselect and pressing the Deselect button or by using Alt-D.
3.
If you chose to use a descriptive first word for packages (such as COMPUTER for computer systems), type COMPUTER in the Description text field and click the pick-list icon. A list of packages will appear with the first highlighted entry being the first package containing the word COMPUTER. This is case-sensitive.

4. Set pricing by: to display only the master package rate. to bring in a rate for each package item.
Choose Package
Detail
5.
If you have already added systems to the quote and you want to add a new package to one of them, highlight the system into which you want to add the new package then repeat steps 1 through 4, above.
The system asks if you want to insert the package into the currently highlighted system. When you choose Yes, the program inserts the package into the selected system. When you choose No, a small window displays on the screen:
Figure 1-35
Use the arrow keys or the mouse to move the highlight to the system into which you want to insert the package, or choose New to insert the package into a new system.
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6. If any of the items with the master package have been designated as External in the master item file, you see a prompt similar this, also shown in the following figure: Item [package item description] is marked as external. Select Yes to move this external item outside package. Select All to move all external items outside package.
Figure 1-36
Choose Yes
No All
to strip the item out of the package and display it is own rate. When the item is stripped out, RCMS reduces the package price by the selling price of the stripped out external item. to leave the external item in the package. to move all external items out of the package and display their individual rates.
If all items are moved out of a package you see this prompt:

All items have been moved out of package [master package ID]. Do you want to remove the package header? Choose Yes to remove the package header from the quote. No to retain the package header but relegate all pertinent information to the package details. When you bring in the package rate, the display is similar to this:
Figure 1-37
Notice the column on the far leftSy. It displays the program-assigned number indicating the system the package belongs to. When you bring in detail rates, no package price appearsonly the prices for each item associated with the package.
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Figure 1-38
Notice that the Totals at the bottom of the screen. The system updates these figures each time you add another package or item to the quote. See Changing Sales/Lease Quotes on page 354 for details on the options that appear at the top of the screen. Adding Master Items 1. To add a master item to a quote, choose Master Item from the radio button options. 2. Click on the pick-list icon in the Item/Package text field or click on the pick-list icon in the Description text field to bring up the data-driller selection window.

If you chose to use a descriptive first word for items (such as LASER for laser printer), type LASER in the Description text field and click the pick-list icon. A list of items will appear with the first highlighted entry being the first item containing the word LASER. This is case-sensitive. 3. To add several items at one time, select each item you want to add and press select button or use Alt-S. An X marker appears in the X tag column of each selected item. You can deselect a item by putting the cursor in the row of the item you wish to deselect and pressing the Deselect button or by using Alt-D.
If you did not highlight an existing package, skip to step 4. You see this prompt: Master Item: [master item ID - description] Insert into master package [master package ID]? Choose Yes
No
to insert the item into that package and increase the package rate if priced by package. if you do not want to add the item to a existing package.
4.
Before adding an Asset Item you can choose to insert it into an existing package or as a new system by pressing the pick-list icon in the System No text-field.
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Figure 1-39
Use the arrow keys or the mouse to move the highlight to the system into which you want to insert the item or select New to add the item into a new system. Under the Line Item Listing tab you will notice the Totals at the bottom of the screen. The system updates these figures each time you add

another package or item to the quote.
Figure 1-40
See Changing Sales/Lease Quotes on page 354 for details on the options that appear at the top of the screen. Adding Master Kits 1. To add a master kit to a quote, choose Master Kit from the radio button options. 2. Click on the pick-list icon in the Item/Package text field or click on the pick-list icon in the Description text field to bring up the data-driller selection window.
To add several kits at one time, select each kityou want to add and press select button or use Alt-S. An X marker appears in the X tag column of each selected kit. You can deselect a kit by putting the
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cursor in the row of the item you wish to deselect and pressing the Deselect button or by using Alt-D. 3. If you want to add the kit to an existing master kit, highlight the kit that you want to item included in and repeat steps 1 and 2.
If you did not highlight an existing kit, skip to step 4. You see this prompt: Master Item: [master item ID - description] Insert into master kit [master kit ID]? Choose Yes
No
to insert the item into that kit and increase the kit rate. if you do not want to add the item to a existing kit.
4.
Before adding an item you can choose to insert it into an existing kit or as a new system by pressing the pick-list icon in the System No text-field.
Use the arrow keys or the mouse to move the highlight to the system into which you want to insert the item or select New to add the item into a new system. Under the Line Item Listing tab you will notice the Totals at the bottom of the screen. The system updates these figures each time you add another package or item to the quote. See Changing Sales/Lease Quotes on page 354 for details on the options that appear at the top of the screen. Viewing Sales/Lease Quote Details The columns on the Sale (or Lease) Quote, Detail display list are as follows:

Sy: This column displays the unique number that the program assigns to each system on the quote. M Pckg: For master packages, this column shows that packages ID. To designate items included in a master package, a > appears in this column. For non-package master items, this column is blank. Description: This column shows each master package and master items description. Qty: This column displays 1.00 unless you increase it. For master items, this column shows the quantity of the item included in the package. Sell: For package pricing, this column shows the package price on the package header line. The fields in this column are blank for the master items in the package. For detail pricing of packages or master items alone, the column shows the sales price of each item. Ext Sell: For package pricing, this column displays the same price as Sell. The fields in this column are blank for the master items in the package. For detail pricing of packages or master items alone, the column shows the extended sales price for each master item. Press <Tab> or use the left arrow key to see the remaining fields on the right side of the list. Sell Mrg %: This field shows the percent margin you receive. Retl Mrg %: This field shows the percent margin you receive if the item or package is sold new.
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Unit Retl: This column shows the retail value of each master package or master item. Extd Retl: This column shows the extended retail value for each master package or master item. P: This column displays the price level applied to each detail line. Stk Loct: This column shows the stock location for each item. Available: When viewing with Qty Available selected from Options > Display Values Deliver: When viewing with Schedule selected from Options -> Display Values The first packages or items that you add are part of one system. When you continue, you can add other packages or items to the same system, add a new system, or save the quote as it exists.
Changing Sales/ Lease Quotes
After you build a quote, you may need to change the details. You can add new items, exchange like items, or delete individual items or entire packages. You modify sales and lease quotes the same way as you modify rental quotes. See Changing Rental Quotes on page 307.
RCMS also makes it easy to change the leasing company associated with a contract while you are editing the quote details. 1. At the Edit Sale/Quote, Detail screen, choose Options, then choose Change Leasing Co. () from the drop-down menu. Notice that the current leasing company ID displays next to the menu option.

2. When the Leasing Company search box displays, enter the ID of the leasing company you want to select or press <F2> to select from a list of leasing companies.
Although the new leasing company ID does not display on the screen, you can repeat steps 1 to see the name of the leasing company for the selected contract.
Checking Availability and Making Exchanges Changing Scheduling
To check item availability or to make exchanges, follow the procedure in Checking Availability on page 312 and Calendar Availability on page 315.
If you need to change a quotes default scheduling information, see Changing Scheduling on page 319. Also see Entering a Default Schedule on page 401. Viewing Schedules To view Delivery dates for each package/item on the quote, choose Options from the Edit Sales/Lease Quote, Detail screen, then select Schedule to mark that Display Setting. A Deliver column displays to the right of the Description column.
Changing Quote Information
The following options are available at the top of the screen: Choose Edit to change a quotes details, billing information, requester information, address/delivery information,
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scheduling, pricing level, or comments. You also choose this option to confirm or approve orders. to delete quote details. to exchange one master item or package for another that belongs to the same group. to check the availability of items that belong to the same group or substitution groups. to see rates for the total quote, one line, or for one system for a quote with multiple systems. to see totals for the rental quote. to add or edit the customers credit application. to change the contracts leasing company or to enter notes for the selected line item. You can also choose to display prices, availability, and scheduled delivery and return dates for all items or packages in the quote. to save the quote for editing at a later time. to return to the main Contract screen.
Delete Exchg Aval Rate Total Credit Options
Save Exit
If you Exit the Edit Rental Quote, Detail screen without saving, your entries will be discarded. See Adding Ship-To Address Information on page 146 for complete instructions on entering a customers credit information. Also see Changing the Leasing Company on page 311, Checking Availability on page 312, and Changing Scheduling on page 319.
Editing Sales/Lease Quotes
If you need to change a quotes pricing level, or comments, at the Edit Sales Quote, Detail screen, choose Edit. Choose the option for the type of information you want to change.

Select Pricing Level to change the pricing level for All Lines, a single Detail Line, or all items in a System. You may also change the Default Pricing Level for all items in the quote. Contract Comments to change the quotes comments. Invoice Comments this option is not available on a quote. Warranty to change the warranty information for All Lines or a single Detail Line. Confirm/Approve to confirm or approve the order so the Order quote can be converted to a contract.
When the screen displays for the option you chose, edit the fields or press <Enter> to accept the entries shown. If you need to change a quotes billing information, requester information, address or delivery information or scheduling information select the header info tab and then choose the appropriate tab menu under that. See Entering Sales/Lease Billing Information on page 335, Entering Address/ Delivery Information on page 338, Entering Comments on page 342, and Confirming the Order on page 360 for detailed descriptions of the fields that display for each selection. When you move past the last field, choose from the following options: Choose Save to save your entries.
Completing the Quote

Viewing Sales/Lease Quote Rates
Once the quote is how you want it, you can display the quotes rates, then save the information. Choose Rate from the options at the top of the screen.
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Choose Total
Detail Line System
to see rates for the entire quote. to see rates for the highlighted line. to see rates for the highlighted system if the quote includes more than one system.
The following figure is similar to the screen you see when you choose
Total.
Figure 1-41
The top half of the window displays general information for both rental and lease rates for a selected price level. Current Level: This field displays the current pricing level applied to the quote, detail line, or system. Multiple is displayed in this field when more than one price level is used in the quote or system.

Pricing Level: Select a price level to display pricing information for that pricing level. This field does not set the pricing level for the quote. See Editing Sales/Lease Quotes on page 356 to change the pricing level for a detail line, a system, or the entire quote. Rental Rates Contract Value: This is the retail value and represents the rental dollars applied if the customer purchases the item after renting it. Cost: This is your cost of the item. Margin %: This is your profit margin. For example, if your contract value is $1000 and your cost is $600, you have a 40% profit margin. Lease Rates Capitol Cost: This is the items selling price. Cost: This is the items cost to you. Margin %: This row shows your sales/lease margin for dollar buyout leases. Rental/Lease Rate Detail The bottom half of the window displays rental and lease rate detail information for the selected price level. Select
Rental Rate Detail When you select to view the rental rate information for a sale/lease quote, you see a grid displaying the rental terms defined for your company and the rate information for each term. Terms: This column displays your companys rental terms. A > appears next to the companys current rental term.
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Frequency: This column displays the unit of time on which the rental term is defined. Cost: This column displays the cost for each rental term. Margin: This column shows the rental margin for each rental term. Lease Rate Detail When you select to view the leases rate information for a sale/lease quote, you see a grid displaying the lease terms defined for your company and the rate information for each term. Terms: This column display the lease terms for your company. Cost: Fair Market Value Margin: This column shows the sales margin for each rental term. Screens for Detail Line rates and System rates are similar to the Total screen. When you finish viewing the rates, press <Esc>, or click OK if you are using a mouse. Confirming the Order When the Confirm Order window is displayed, you may confirm the order, approve the order, create the reservation, and automatically assign assets to the reservation.

To confirm a quote choose Confirm/Approve Order from the Edit menu. You will see the Order Status window.
Figure 1-42
Confirmed Order: Press Y if the quote is for a confirmed order. You can also press the spacebar to toggle between Yes/No options. Approved Order: This field shows whether the order has been approved. You can edit this field later, or approve the order when it is confirmed. Only quotes with an approved order can be converted to another account type, such as a sales contract, and you can only approve a quotes order if it has been confirmed. Use the Credit Processing option on the Transaction menu to approve confirmed orders.
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Create Reservation: You may automatically create a reservation from this order by selecting Yes in this field. Assign Assets: You may automatically assign assets to the reservation, by placing a Yes in this field. Entered By/Confirmed By/Approved By: These fields show by whom and when the customers credit application was entered, confirmed, and approved. The system updates these field as each process occurs. See Processing Credit Applications on page 453 for instructions on verifying and approving credit applications. When you finish, choose Save to process the orders status. Saving the Quote When you complete a quote, choose Save from the options at the top of the screen. If you have not yet confirmed or approved the quote, the Order Status window will prompt you to enter status information.

Viewing the Totals You see a display similar to the following figure, which shows you totals for the quote.
Figure 1-43
Choose Save
to save the quote. Edit to edit the quote. Cancel to cancel the quote.
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Printing the Quote When you choose to save a quote you see the following screen:
Figure 1-44
Print contract: Choose Yes to print the quote. When the Output Destination Selection box displays, select the printer to which you want to send the quote. No to bypass this procedure. You can print the quote later using the Contracts and Quotes option on the Print menu. Update work order: When you mark a quote as a confirmed, you see this field. Choose Yes to have the program create an unassigned work order to configure the equipment on this contract. No if you do not want to create a work order now. Print work order: Choose Yes to print the work ordert. No if you do not want to print the work order now.
See Automatically Generating Work Orders on page 330 for more information on work orders.

Printing Quotes When you enter Yes in the Print Contract field you see the following prompt: Print detail prices for sales items on forms? Choose Yes to include detail prices for sales items on printed forms. No if you do not want detail prices printed. If you chose not to print detail prices you see the following prompt: Print totals on forms? Choose Yes to print the total prices for sales items on forms. No if you do not totals for this quote printed. Next you see the following window:
Figure 1-45
Print Internal: Select Yes to print an in-house copy as well as the customer copy. No to only print a customer copy. Print Pick List: Select Yes to print and inventory list for the quote. No if you do not require an inventory list. Number of Copies: Enter the number of copies you want to print.
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When you finish, choose Proceed. See Printing Contracts and Quotes on page 539. Automatically Generating Work Orders RCMS will automatically create unassigned work orders to schedule different events in the contract process. Each time an event will generate an unassigned work order, the program will prompt you to verify that this is what you want to do before it actually updates the work order file. Once the file has been updated, use the Work Orders option on the Maintain menu to assign and complete existing work orders. See Processing Work Orders on page 468
If you dont create a Configuration work order now, you will not have the opportunity to do so again. You will have to manually create a Task work order using the Work Orders option on the Maintain menu.
Creating a Configuration Work Order
When you enter Yes in the Update work order field, you see the following window:
Figure 1-46
Delivery Date/Time: These fields show the date and time that the equipment is scheduled to be delivered.
3.4 Entering Rental Reservations

Location ID: Displays the location ID that the work order will be assigned to. Location Description: Displays the location Description that the work order will be assigned to. Configure Date/Time: Enter the date and time that you want the equipment configured. Tasks/Notes: If there are specific configuration instructions you need to convey to the technician, enter them here. When you finish, choose Save to save your entries. When you return to the main Contract screen, the display list includes a summary item for the quote you just added. See Using the Order Processing screen on page 278 for a description of each option at the top of the screen.

When a customer wants you to set aside equipment for rental, you enter a rental reservation in RCMS. This process calculates the rental rates for quoting purposes, reserves the equipment, and allows you to save the information so you can convert the reservation to an actual contract. When you enter a reservation, the program allocates inventory but does not generate an invoice. Similar to adding a quote, when you add a rental reservation, you are asked to complete several screens of information: default billing information, address/delivery information, scheduling, comments, and reservation detailsthe items and packages that make up the system(s) being reserved.
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3.4 Entering Rental Reservations Beginning the Transaction

To enter a rental reservation, choose Order Processing from the Transaction submenu. Use one of the Order Processing submenu options to select an account. See Selecting by Customer on page 274, Selecting by Contract on page 275, and Selecting by Item on page 276 for more information on each Order Processing option. No matter which option you choose, the Order Processing screen that displays is similar to the screen shown in the following figure.
Figure 1-47
The top half of the screen displays information from the customer file. The bottom of the screen displays a display list with the quotes, contracts, and reservations on file for the currently displayed customer.

The options at the top of the screen allow you to perform various tasks and move through the account file. Some of the options may be dimmed (that is, not available) if you are working with a new customer, or depending on the type of quote, contract, or reservation is highlighted on the display list.
Entering a Rental Reservation
To enter a Rental Reservation, choose Add. You see a dialog box from which you select the level and type of account you want to enter. At the Set Level/Type for New Entry box, select Reservation, select Rental, then choose OK. You see the Edit Rental Reservation, Detail screen. See Entering Rental Quotes on page 280, for instructions for entering details about Billing Information, Address/Delivery, and Requester Screen.
Entering a Default Schedule
The reservations default scheduling information is brought over from the Contract Settings screen. To reach the Contract Settings screen, choose Change Setup Information from the System menu, then choose Contracts from the submenu tabs. See Changing Company Information on page 114
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You can enter new information by selecting the Header Info tab and then the Schedule tab under that. You see the following screen:
Figure 1-48
Event : Start Date: Enter or accept the contracts event start date. Start Time: Enter the contracts event start time or accept the default from the company settings. A rental contract can begin at any time. Close Date: Enter or accept the contracts event close date. Close Time: Enter the contracts event close time or accept the default from the company settings. If you usually promise delivery between 12 noon and 5 p.m., you may want to give the customer the benefit of the doubt and start the billing at 5 p.m.
Billing Duration: Begin Date/Time: This field is only available when the Billing Type is Advance, that is, you are going to invoice the customer at the end of the contract. When using this billing type, enter the contracts begin date and time. End Date/Time: These fields are only available when the Billing Type is Advance; that is, you are going to invoice the customer at the end of the contract. When using this billing type, enter the contracts end date and time. Delivery Date/Time: Enter or accept the delivery date and time, which can be different than the billing Start Date and Time. Equipment can be delivered at any time. Delivery Type: Select the method that will be used to deliver the equipment. Press <Enter> to accept the default. Return Date/Time: Enter or accept the date and time on which the equipment would be returned. Return Type: Select the method that would be used to return the equipment. If you dont know, select N/A. Return Date Firm: Select Yes if the return date is definite. Select No if there is no firm return date. Press the spacebar to toggle between the Yes/ No options. When the Return Date is firm, the system generates a Return work order for that date. See Processing Work Orders on page 468 When the RCMS Future Reservations option is turned on and the Return Date is firm, you can reserve the equipment for a future
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contract as long as the Start Date is after the equipments firm Return Date. See Using Future Reservations on page 77 When you move past the last field, choose from the following options: Choose Save to save your entries.
Edit to change the default scheduling information. Cancel to cancel the reservation.
Entering a Default Price Level
You may change the default Price Level for this reservation. Choose
Pricing Level from the Edit menu, then choose Default Pricing Level.
You see the a list of your companys pricing levels. An asterisk appears next to the current default pricing level, brought over from the customer file. Select the new level then press <Enter>. Entering Reservation Details When you choose Save, you see the following screen where you enter the details of the reservation; that is, the items that the customer wants to reserve.
Figure 1-49
When you create a rental reservation, each package/kit or item you add is considered a systema group of packages/kits and/or items that you want to keep together for configuration or reservation purposes. A reservation can contain one or several systems. Each system can contain one or more packages/kits and/or items and each reservation can contain one or several systems. The program assigns sequential numbers to each system you add and displays that number in the far left column of the detail list. You can also include sale items that are current on a rental reservation; for example, the customer may want to include data projector lens cleaning kit. When you are ready to add the details for a rental reservation, follow these steps:
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1. Choose Line Item Detail tab. You see a group of radio buttons where you can choose to add Asset Packages, Asset Items, or Quantitied Items by scanning in their barcode or selecting them manually. You may also add Master Items, Master Kits, and Master Packages and convert these items to physical inventory items when creating the reservation or at a later time. to enter items or packages by scanning their ID on the inventory barcode label. to add a asset package. to add a asset item. to add a quantitied master item. to add a master package. to add a master item. to add a master kit.
Choose Barcode
Asset Package Asset Item Quantitied Item Master Package Master Item Master Kit
The barcode function is a user-process privilege granted when the user ID is established. See the System Manager Appendix for more information. 2. Click on the pick-list icon in the Item/Package text field or click on the pick-list icon in the Description text field to bring up the data-driller selection window. When you choose Barcode, you see a window that prompts you to scan in the items or packages bar code. You do not see the search box.
To add several package/kits or items at one time, select each one you want to add and press the select button or use Alt-S. An X marker appears in the X tag column of each selected kit. You can deselect a kit by putting the cursor in the row of the item you wish to deselect and pressing the Deselect button or by using Alt-D.

3. If you are adding an asset package or master package, the Pricing By text-field option becomes active. Choose Package to display only the asset package rate.
Detail
4.
to bring in a rate for each package item.
5.
If the package or item you select is not available for the period entered in the Default Schedule window, you see a prompt similar to this: This [package/item] is not available in the target period. Select another, View reservation/contracts for this [package/item], Display available like [packages/items], or Cancel?
Choose Select
View
Display
Cancel
to select a different package or item. to view reservations/contracts that include the selected package/item. This allows you to see the equipments return date, after which you can modify the new reservations Start Date. See Changing Scheduling on page 355 to display packages/items with the same Master ID, within the same group, or within the same substitution group. When the tag list displays, press the spacebar to mark the package/item you want to substitute in, then press <Enter>. to cancel the transaction and begin the reservation again.
Equipment included on an existing order can only be included on a new order if the equipments Return Date is firm and the RCMS Future Reservations option is turned on. See Using Future Reservations on page 77.
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6. Once you select packages or items that are available (currently or in the future), you see the following window:
Figure 1-50
Enter the date and time that the item is scheduled to be sent out for this reservation (using the Date/Time Out field). You can also edit the Quantity and Rental Rate (or Selling Price) fields depending on whether the package or item you are adding is available for rental or sale. 7. When you complete the fields, choose Save.
The first line for packages/kits shows the package/kit description. Each line below that with a > in the Asset column shows the items associated with that package/kit. Whether you bring in a package with detail or package pricing, the display is the same, except that package pricing displays only a price for the package, whereas the detail pricing shows no package price only prices for each item associated with the package.

The columns on the display list are as follows: Sy: This column displays the unique number assigned to each system on the rental reservation. T: This column shows the account type: (R)ental, (S)ale, or (L)ease. Conv: This column indicates whether the item has been converted to a physical asset. Asset: This column shows the asset item ID for each asset item added to the reservation. This column is blank for master items. Description: This column shows each package and items description. Qty: This column displays 1.00 for packages. For quantitied master items or asset items, this column shows the quantity of the item included in the package. Rent: For package pricing, this column shows the package price next to the asset package header and is blank for each associated package item. For detail pricing, the column is blank next to the asset package header and shows the rental price for each associated item. Ext Rent: For package pricing, this column displays the same price as shown in the Rent column next to the asset package and is blank for each master item. For detail pricing, the column shows the extended rental price for each asset item. Press <Tab> or use the left arrow key to see the remaining fields on the list. Sell/Ext Sell: These columns are blank for rental reservations.
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Out: This field shows the date and time that each package or item is scheduled to be sent out. Returned: This column shows the date and time the equipment was returned. This column is blank for a reservation. If the account is converted to an actual contract, the program updates this field when the equipment is returned. Due Back: This column shows the date and time the equipment is scheduled to be returned. P: This column displays the price level applied to each detail line. Stk Loct: This column shows the stock location for each item. The first packages or items added are part of one system. When you continue, you can add other packages or items to the same system, add a new system, or save the reservation as it exists.
Changing Rental Reservations
After you build a reservation, you may need to change the details. You can add new packages/kits and items, make exchanges, or delete individual items or packages. You modify rental reservations the same way as you modify rental quotes. See Changing Rental Quotes on page 307. RCMS also makes it easy to change the leasing company associated with a reservation while you are editing the details.
Checking Availability and Making Exchanges
To check package or item availability or to make exchanges, follow the procedure in Checking Availability on page 312 and Calendar Availability on page 315.
3.4 Entering Rental Reservations Changing Scheduling

If you need to change a reservations default scheduling information, see Changing Scheduling on page 319. Also see Entering a Default Schedule on page 401.
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3.4 Entering Rental Reservations Changing Rental Reservation

The following appears in the main menu bar at the top of the screen. Choose Add to add additional packages/kits or items to the reservation. Additional equipment can belong to the same system or a new system. You can specify that additional items be part of an existing package (and the system associated with that package), outside of the package but part of the same system, or part of a new system. to change a reservations details, billing information, requester information, address/delivery information, scheduling, pricing level, comments, deposit, or proration settings. You also choose this option to approve reservations. to delete reservation details. to convert a quoted item to a physical inventory item. to allocate items without having to reserve a physical asset. to exchange one master item or package for another that belongs to the same group. to check the availability of items that belong to the same group or substitution groups. to see rates for the total reservation, one line, or for one system for a reservation with multiple systems. to see totals for the reservation. to add or edit the customers credit application.
Edit
Delete Conv Allocate Exchg
Aval
Rate
Total Credit

Options
Save Exit
to change the reservations leasing company, the customers buy-out setting, or to enter notes for the selected item. You can also choose to display prices, quantity available, and scheduled delivery and return. to save the reservation for editing at a later time. to return to the main Contract screen.
If you Exit the Edit Rental Reservation, Detail screen without saving, your entries will be discarded. See Processing Credit Applications on page 453 for complete instructions on entering a customers credit information. Also see Changing the Leasing Company on page 311, Checking Availability on page 312, and Changing Scheduling on page 319.
Completing the Reservation

Saving the Reservation
Once the reservation is complete, you may save the reservation. When you complete a reservation, choose Save from the options at the top of the screen. If you have not yet approved the reservation, the Order Status window will prompt you to enter status information.
If you Exit the screen without saving, your entries will be discarded.
Entering a Deposit Once you save the reservation, if a deposit is required, you have the opportunity to enter the deposit amount. Once you enter a deposit or bypass the dialog box, you have the following choices:
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Choose Save to save the deposit.
Edit to edit the deposit. Cancel to cancel the deposit.
Viewing Reservation Totals When you choose Save, you see a display which shows you totals for the reservation.
Figure 1-51
Choose Save
to save the reservation.
Edit to modify the reservation. Cancel to cancel the reservation.

Procedure and Print Options When you choose to save a reservation you see the following screen:
Figure 1-52
Print contract: Choose Yes to print the reservation. When the Output Destination Selection box displays, select the printer to which you want to send the reservation. No to bypass this procedure. You can print the reservation later using the Contracts and Quotes option on the Print menu. Update work order: Choose Yes to have the program create an unassigned work order to deliver the equipment on this contract. No if you do not want to create a work order now. Print work order: Choose Yes to print the work order. No if you do not want to print a work order now. See Automatically Generating Work Orders on page 384.
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Printing Reservations When you enter Yes in the Print Contract field, you see the following window:
Figure 1-53
Print Internal: Select Yes to print an in-house copy as well as the customer copy. No to only print a customer copy. Print Pick List: Select Yes to print and inventory list for the reservation. No if you do not require an inventory list. Number of Copies: Enter the number of copies you want to print. When you finish, choose Proceed. See Printing Contracts and Quotes on page 539. Automatically Generating Work Orders RCMS will automatically create unassigned work orders to schedule different events in the contract process. Each time an event will generate an unassigned work order, the program will prompt you to verify that this is what you want to do before it actually updates the work order file. Once the file has been updated, use the Work Orders option on the Maintain menu to assign and complete existing work orders. See Processing Work Orders on page 468
3.5 Entering Sales/Lease Reservations

If you dont create a Delivery work order now, you can manually create a Delivery work order using the Schedule options on the main Contract screen. See Processing Work Orders on page 468. When you return to the main Contract screen, the display list includes a summary item for the reservation you just added.

When a customer wants you to set aside equipment for purchase or leasing, you enter a sales or lease reservation in RCMS. This process calculates the sales prices and lease rates for quoting purposes, reserves the equipment, and allows you to save the information so you can convert the reservation to an actual contract. When you enter a reservation, the program allocates inventory but does not generate an invoice. When you add a sales or lease reservation, you are asked to complete several screens of information: default billing information, delivery information, scheduling, comments, and reservation detailsthe items and packages/kits that make up the system being reserved for sale or lease. See Entering Rental Reservations on page 367, for instructions to enter details about Sale Reservations. Saving the Reservation When you have completed the reservation, choose Save from the options at the top of the screen. If you have not yet approved the reservation, the Order Status window will prompt you to enter status information.
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Viewing the Totals After you save the reservation, you see a display similar to the following figure, which shows you totals for the reservation.
Figure 1-54
Choose Save
to save the reservation. Edit to edit the reservation. Cancel to cancel the reservation.

Procedure and Print Options When you choose to save a reservation you see the following screen:
Figure 1-55
Print contract: Choose Yes to print the reservation. When the Output Destination Selection box displays, select the printer to which you want to send the reservation. No to bypass this procedure. You can print the reservation later using the Contracts and Quotes option on the Print menu. Update work order: Choose Yes to have the program create an unassigned work order to deliver the equipment on this contract. No if you do not want to create a work order now. Print work order: Choose Yes to print the work order. No if you do not want to print the work order. See. Automatically Generating Work Orders on page 389. Select Save to save your entries and continue. Printing Quotes When you enter Yes in the Print Contract field you see the following prompt: Print detail prices for sales items on forms?
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Choose Yes to include detail prices for sale items on printed forms. No if you do not want detail prices printed. If you chose not to print detail prices you see the following prompt: Print totals on forms? Choose Yes to print the total prices for sales items on forms. No if you do not totals for this quote printed. Next you see the following window:
Figure 1-56
Print Internal: Select Yes to print an in-house copy as well as the customer copy. No to only print a customer copy. Print Pick List: Select Yes to print and inventory list for the reservation. No if you do not require an inventory list. Number of Copies: Enter the number of copies you want to print. When you finish, choose Proceed. See Printing Contracts and Quotes on page 539.
3.6 Entering Rental Contracts

Automatically Generating Work Orders RCMS will automatically create unassigned work orders to schedule different events in the contract process. Each time an event will generate an unassigned work order, the program will prompt you to verify that this is what you want to do before it actually updates the work order file. Once the file has been updated, use the Work Orders option on the Maintain menu to assign and complete existing work orders. See Processing Work Orders on page 468 If you dont create a Delivery work order now, you can manually create a Delivery work order using the Schedule options on the main Contract screen. See Processing Work Orders on page 468. When you return to the main Contract screen, a summary item displays on the display list for the reservation you just added. See Using the Order Processing screen on page 278 for a description of each option at the top of the screen.

When a customer places an order to rent equipment, you enter a rental contract in RCMS to record and process the transaction. When you enter a rental contract, the program allocates inventory and generates an invoice. As with quotes and reservations, when you add a rental contract, you are asked to complete several screens of information: default billing information, address/delivery information, scheduling, comments, and contract details. Contract details are the items and packages that make up the system(s) being rented.
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3.6 Entering Rental Contracts Beginning the Transaction

To begin a rental contract transaction, choose Order Processing from the Transaction menu. The options on the Contract Screen submenu Customer, Contract, Package ID, Asset Item, Asset Kit and Barcodelet you specify how you want to select or search for an account before you add, change, or display a transaction. Use one of the options on the Order Processing submenu to select an account. See Selecting by Customer on page 274, Selecting by Contract on page 275, and Selecting by Item on page 276 for more information on each Order Processing option. No matter which Order Processing option you choose, the Order Processing screen that displays is similar to the screen in the following figure.
Figure 1-57
The top half of the screen displays information from the customer file.

The bottom of the screen displays a display list with the quotes, contracts, and reservations on file for the currently displayed customer. The options at the top of the screen let you perform various tasks and move through the account file. Some of the options may be dimmed (that is, not available) if you are working with a new customer, or depending on the type of quote, contract, or reservation is highlighted on the display list.
Entering a Rental Contract
To enter a rental contract, choose Add. You see a dialog box from which you select the level and type of account you want to enter. At the Set Level/Type for New Entry dialog box, select Contract, select Rental, then choose OK.
Entering Contract Billing Information
To edit billing information for the contract, choose Billing Info sub-menu tab from the Header Info menu tab. You see the following screen:
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,
Figure 1-58
Customer: This field displays the customers number. Contract: When you add a new contract, this field displays <<New>>. When you save the contract, the program fills in the field with the next system-assigned contract number. See System-assigned Numbers on page 77 Status: This field displays the contracts status. The program updates this field. Start: This field shows the contracts entry date and cannot be edited. Salesperson: Enter the user ID of the salesperson responsible for this contract, accept the default from the customer file, or press <F2> to select from a list. You can also leave the field blank. When you enter a valid user ID this field displays that salespersons name.

The user ID that you enter in the Salesperson field determines who gets credit for the commission. Get Deposit: Press Y if you require a deposit; press N if you do not. You can also press the spacebar to switch back and forth for Yes/ No fields. Get Damage Waiver: Press Y if you require a damage waiver; press N if you do not. You can also press the spacebar to switch back and forth for Yes/ No fields. AR Link Code: Enter or accept the default value that is set in the customers record for the AR Link Code. Contract Identifier: You may use the contract identifier field to group different contracts together. For example you may have a project code where particular contracts for a customer have the same project ID. Append Contract No.: You may enter an existing contract number to this field within a new order and that order will be appended to that contract during the conversion. Bank Line Code: If you want to associate a Bank Line Code with your asset item records, enter a value here. Note: This is a highly specialized feature that most users will not require and may be left blank. Billing Type: Enter the customers billing type, or press <Enter> to accept the default from the customer file.
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Select Periodic in Advance to bill customers periodically in advance depending on the frequency selected (such as weekly or monthly) until the contract expires. Total in Advance to bill contract amounts in advance for a specified period of time by selecting a beginning and ending date. This period will be billed on the initial invoice and then occur on a weekly or monthly basis, depending on the frequency selected, until the contract expires. Event in Advance to bill an event oriented contract in advance for a specific period of time. Periodic in Arrears to bill in arrears at preselected intervals. You may set intervals on the Contract Anniversary Date: 1st, 10th, 15th, 20th, 25th or the last day of the month (EOM). Total in Arrears if you want to create a rental contract but do not want to create an invoice until the equipment is returned. When the equipment is returned, RCMS will create an invoice for the proper amount. Event in Arrears to bill an event oriented contract in arrears for a specific period of time. Day: Select the day of the month that you want a periodic in arrears billing to occur on Term: Select the rental term most appropriate for this transaction. Frequency: This field displays the billing frequency associated with the selected rental term. Rent credit for buyout: Select Yes if any of this customers rental dollars would apply to buyout if they chose to purchase the equipment.

Applied %: If you answer yes to Rental credit for buyout, enter the percentage of the customers rental dollars that can be applied towards purchase if they choose to buy the equipment. Press <Enter> to accept the default from the company file. Maximum%: If you answer yes to Rental credit for buyout, enter the maximum percentage of the contract value that will be allowed to accrue. For example, you may allow 50% of a customers rental payments to accrue towards a maximum of 85% of the contract value for the item(s) they wish to purchase. This information appears on rental contracts. It is also used by the system to calculate RTO (rent-to-own) buyout quotes from within any rental contract. Rental Discount%: Enter the percent discount this customer receives, if any, on rental items. Sales Discount%: Enter the percent discount this customer receives, if any, on purchases. Pricing Level: This field displays the current pricing level for this customer, brought over from the customer file. Payment Type: Select the type of payment the customer will use, or accept the default from the customer file. The payment type prints on rental contracts. This tells the delivery person what type of payment to expect (for example, a company check) when they deliver equipment. The payment type you enter here only applies to the first invoice. Subsequent invoices use the terms set forth in the Customer File. Comment: Enter a comment, if any. Warranty Type: Enter the default service type of service that applies to this customer.
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Select if there is no warranty. if the customer must bring in equipment for repairs. Manufacturer if the manufacturer offers a warranty for the rented items. Onsite if the contract includes going to the customers location to make repairs. None Carry in
Terms: Use the arrow keys to select the payment terms that apply to this customer or press <Enter> to accept the default from the customer file. Select
CC1 CC2 CC3 CC4 COD1 COD2 0
0/0/1 0/0/0
0/0/10 0/0/15 0/0/30 0/0/60
if the customer pays with their American Express credit card. if the customer pays with a MasterCard. if the customer pays invoices with VISA. if the customer pays C.O.D. with a credit card. if the customer pays C.O.D. with a cashiers check. if the customer pays C.O.D. with a company or personal check. if youre waiting to assign terms based on the result of their credit application. You wont be able to process contracts for this customer until you change the field. if payment is due on receipt of the invoice. to decline a customers credit and place their account on hold. You wont be able to process contracts for this customer until you change the field. if payment is due 10 days after invoice receipt. if payment is due 15 days after invoice receipt. if payment is due 30 days after invoice receipt. if payment is due 60 days after invoice receipt.
Valid payment terms are maintained as a rule in System Manager. See the System Manager Appendix for information about adding or changing customer payment terms.

After you select the customers Terms, the program updates the following fields with corresponding values: Net Due, Pay Dsc $, and Pay Dis Days. Purchase Order #: Enter the purchase order number associated with this contract, if any. Periods PO Valid: If you entered a purchase order number, enter the number of months that the purchase order is valid. Expires: Enter the purchase orders expiration date, if any. When you complete the fields on the screen, choose from the following options: Choose Save to save your entries.
Edit to change your entries. Cancel to cancel the contract and return to the Contract screen.
If the customer ordering products has a different address or phone number than the default company you may enter this requesters information by choosing Requester from the sub-menu tabs. You see the Requester Information dialog box. Enter the appropriate information for the customer and select OK. Entering Address/ Delivery Information The Address/Delivery screen contains the equipments destination and delivery information. The delivery address can be different than the billing address and the requester address.
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To edit the delivery address for the reservation choose Address/Delivery from the sub-menu tabs. You see the following screen:
Figure 1-59
From the Ship-To drop down menu you may select the default, customer address, or the Ship-To address. The default address will use the customers billing address unless the user has marked one of the records in the Ship-To table as the default address. If you choose theCustomer menu choice, you may select another customer record as your delivery address. If you choose Ship-To from the menu, you may browse a list of predefined list of shipping addresses for this customer. Ship-To ID: Enter a Ship-To ID number to designate the shipping address. Press <F2> or click the icon to right of the field to see a list of the Ship-To addresses. Destination Customer: Enter a different customer number to use that customers address as the destination for an order. Press <F2> to see a

list of all customers. To edit the destination address directly, press <Enter>. The system uses the customers billing address as the destination address. If customers billing address and the equipments destination are the same, press <Enter> to accept the entries in each field. TIP: If you have customers with multiple destination addresses, you can set them up with different customer numbers. Then you can select the customer with the correct destination and you will not have to retype the address. Company: When you enter a valid customer number, the program fills in that customers company name. Contact Name: Enter or accept the name of the contact person at the equipments destination. Company Address/City/St/Zip/Country/Phone/Fax/Email: Enter or accept the company name, address, and phone number of the destination. Tax District: RCMS uses the Tax District code to determine the proper tax rate to apply during invoicing if you answered yes in the Taxable field when the current customer was added. Sales tax is based on where the equipment is being used. The Tax District should be that of the delivery address if it is different than the billing address. Press <Enter> to accept the default from the customer file. Press <F2> to select from a list of Tax Districts. Enter the Tax District code corresponding to the tax rate you want applied when invoices are generated for this customers purchases.
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See Adding Tax Districts on page 118 for instructions on adding new tax districts. If you want to change whether this customers transactions are taxable, see Changing Company Information on page 114 for instructions. Description: When you enter a valid tax district, the districts corresponding long description displays. Sales Tax: This field displays the sales tax for the selected tax district. Rental Tax: This field displays the sales tax for the selected tax district. Delivery Area: This field shows the delivery area that corresponds to the tax district you entered, brought over from the Tax District file. Directions: Enter directions, such as the closest cross street. These directions print on the contract for the delivery person. Tech Assembling: Enter the user ID of the technician who will assemble the equipment. Press <F2> access a Technician Id search box. Tech Verifying: Enter the user ID of the technician who will verify the assembly. Press <F2> access a Technician Id search box. Profit Center: If you have Profit Centers activated in the Company Information Setup Screen, you may enter the value for the GL account segment associated with the desired profit center. Contract Code: This is a user definable field. You may place any information thats significant in this field. Choose Save to save your entries.
Edit to change your entries. Cancel to cancel the contract and return to the primary Con-
tract screen.

Entering a Default Schedule The contracts default scheduling information is brought over from the
Contract Settings screen.
To reach the Contract Settings screen, choose Change Setup Information from the System menu, then choose Contracts from the submenu. See Changing Company Information on page 114 You can enter new information by selecting Schedule then Default Schedule from the Edit menu. You see the following screen:
Figure 1-60
Start Date: Enter or accept the contracts beginning date. Start Time: Enter the contracts beginning time or accept the default from the company file. A rental contract can begin at any time. If you usually promise delivery between 12 noon and 5 p.m., you may want to give the customer the benefit of the doubt and start the billing at 5 p.m.
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End Date/Time: These fields are only available when the Billing Type is Advance; that is, you are going to invoice the customer at the end of the contract. When using this billing type, enter the contracts end date and time. When you enter an End Date, the system will generate a pick-up type work order for that date. The system will also know that the equipment can be reserved for a new contract after that date. Billing Duration Begin Date/Time: This field is only available when the Billing Type is Event in Advance Billing Duration End Date/Time: This field is only available when the Billing Type is Event in Advance Delivery Date/Time: Enter or accept the delivery date and time, which can be different than the billing Start Date and Time. Equipment can be delivered at any time. Delivery Type: Select the method that will be used to deliver the equipment. Press <Enter> to accept the default. Due Date/Time: This field displays the date and time on which the equipment is due back. Return Date/Time: Enter or accept the date and time on which the equipment would be returned. Return Type: Select the method that would be used to return the equipment. If you do not know, select N/A. Return Date Firm: Select Yes if the return date is definite. Select No if there is no firm end date. Press the <Spacebar> to toggle between the Yes/No options. Overdue Date/Time: Enter or accept the date and time on which the equipment is considered overdue.

When you move past the last field, choose from the following options: Choose Save to save your entries.
Edit to change the default scheduling information. Cancel to cancel the contract.
Entering Contract Details
When you choose Save, you see the following screen where you enter the details of the contract; that is, the packages and/or items that the customer wants to rent.
Figure 1-61
When you create a rental contract, each package/kit or item you add is considered a systema group of packages/kits and/or items that you want to keep together for configuration or quoting purposes. A contract can contain one or several systems. Each system can contain one or more master packages/kits and/or master items and each contract can contain one or several systems. The program assigns sequential numbers to each
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system you add and displays that number in the far left column of the detail list. When you give rates for a contract that contains two systems, you can display the rates for the total contract or only one system. You can also include sale items that are available on a rental contract; for example, the customer may want to buy a box of DVD+Rs. When you are ready to add the details for a rental contract, choose Add from the option at the top of the screen. You see a drop-down menu where you can choose to add a Master Package, a Master Item, and a Master Kit. The following discussion describes each option. See Adding Master Items on page 301 Adding Master Packages 1. To add a master package to a contract, first choose Master Package from the radio buttons near the top of the screen. 2. Enter a description of the master package that you want to include in the rental contrat or click on the pick-list icon or Press <F2> to select from a list of master items. To add several items at one time, highlight each item you want to add and press the select button to mark it. Depending on the data-driller configuration you will see an X marker that shows the selection. You may de-select an item by pressing the de-select button.
If you choose to use a descriptive first word for items (such as FLAT for flat screen), type FLAT (case sensitive) and press <F2> to see a list of all master packages with the first entry description that begins with that word highlighted. 3. From the Pricing by drop down menu

Choose Package
Detail
to display only the master package rate. to bring in a rate for each package item.
4.
If there are already systems in the contract and you want to add a new package to one of the systems, highlight the system into which you want to add the new package, then repeat steps 1 through 3, above.
If you do not want to add the package to a system already in the contract, skip to step 5. The system asks if you want to insert the package into the currently highlighted system or to create a new system. When you choose Yes, the program inserts the package into the selected system.
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If you choose No and there are other systems in the contract, a small window displays on the screen:
Figure 1-62
Enter the date and time that the item is scheduled to be sent out for this contract. You can also edit the Quantity and Monthly Rental Rate (or Selling Price) fields depending on whether the package or item you are adding is available for rental or sale. 5. When you complete the fields, choose Save.
The first line for packages shows the asset package header. Each line below that shows the items associated with that package. The asset package details displayed are the same, except that package pricing screen displays only a price for the package, whereas detail pricing shows no package price only prices for each item associated with the package. The columns displayed on the display list are as follows:

Sy: This column displays the unique number RCMS assigns to each system on the rental contract. T: This column shows the system type; i.e., (R)ental, (S)ale, or (L)ease. M Pckg: For master packages, this column shows the package ID. To designate items included in a master package, a > appears in this column. For non-package master items, this column is blank. Description: This column shows each package and items description. Qty: This column always displays 1.00 unless you increase it. For master items, this column shows the quantity of the item included in the package. Rent: For package pricing, this column shows the package price on the package header line. The fields in this column are blank for each master item in the package. For detail pricing of packages or non-package systems, the column shows the rental price of each master item. Ext Rent: For package pricing, this column displays the same price as the Rent column. The fields in this column are blank for each master item. For detail pricing of packages and master items alone, the column shows the extended rental price for each master item. Press <Tab> or use the left arrow key to see the remaining fields on the list. Sell: This column is blank for rental items (you can include sale items in a rental contract), and shows the selling price of items available for sale.
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Extd Sell: This column is blank for rental items, and shows the extended selling price for each item available for sale. Rent Mrg %: This column shows the percentage margin received on the item or package. Sell Mrg %: This column is blank for rental items and shows the percent margin you receive for sale items. Retl Mrg %: This column is blank for rental items and shows the percent margin you receive for sale items sold new. Unit Retl: This column shows the retail value of each master package and master item. Extd Retl: This column shows the extended retail value of each master package and master item. P: This column displays the price level applied to each detail line. Stk Loct: This column shows the stock location for each item. The first package or item you add is one system. When you continue, you can add other master packages or master items to the same system, add a new system, or save the contract as it exists.
Changing Rental Contracts
After you build a rental contract, you may need to change the details. You can add new packages and items, make exchanges, or delete individual items or packages. You modify rental contracts in the same manner as rental quotes. See Changing Rental Quotes on page 307.
RCMS also makes it easy to change the leasing company associated with a contract while you are editing the details.

1. At the Edit Rental Contract, Detail screen displays, choose Options, then choose Change Leasing Co. () from the drop-down menu. Notice that the current leasing company ID displays next to the that menu option. When the Leasing Company search box displays, enter the ID of the leasing company you want to select or press <F2> to select from a list of leasing companies.
2.
Although the new leasing company ID does not display on the screen, you can repeat step 1 to see the name of the leasing company for the selected reservation.
Checking Availability and Making Exchanges Changing Scheduling
To check on package or item availability, or to make exchanges, follow the procedure in Checking Availability on page 312 and Calendar Availability on page 315.
If you need to change a reservations default scheduling information, see Changing Scheduling on page 319. Also see Entering a Default Schedule on page 401.
Changing Rental Contract Information
The following options are available at the top of the screen: Choose Add to add another package or item to the contract. Additional packages can belong to the same system or a new system. You can specify that additional items be part of an existing contract package (and the system associated with that package), outside of the package but part of the same system, or part of a new system. to change a contracts details, billing information, requester information, address/delivery information, scheduling, comments, pricing level, deposit, or pro-
Edit
409

ration settings. You also choose this option to confirm or approve orders. to delete contract details. to exchange one master item or package for another that belongs to the same group. to check the availability of items that belong to the same group or substitution groups. to see rates for the total contract, one line, or for one system for a contract with multiple systems. to see totals for the rental contract. to add or edit the customers credit application. to change the contracts leasing company or to enter notes for the selected line item. You can also choose to display prices, availability, and scheduled delivery and return dates for all items or packages in the contract. to save the contract. to return to the main Contract screen.
Delete Exchg Aval Rate Total Credit Options
Save Exit
If you Exit the Edit Rental Contract, Detail screen without saving, your entries will be discarded. See Processing Credit Applications on page 453 for complete instructions on entering a customers credit information. Also see Changing the Leasing Company on page 311, Checking Availability on page 312, and Changing Scheduling on page 319.
Editing Rental Contracts
If you need to change a contracts details, billing information, requester information, address or delivery information, scheduling information, pricing level, comments, or proration settings, at the Edit Rental Contract, Detail screen, choose Edit. Choose the option for the type of information you want to change.

Select Billing Information to change the contracts billing information. Requester to change the contracts requester information. Address/Delivery to change the contracts billing or delivery address. Schedule to change the contracts detail schedule. See Changing Scheduling on page 355 Pricing Level to change the pricing level for All Lines, a single Detail Line, or all items in a System. You may also change the Default Pricing Level for all items in the contract. Contract Comments to change the contracts comments. Invoice Comments to change the contracts invoice comments. Deposit to change the deposit. Proration Settings to edit the proration information for the current rental term.
Edit the fields or press <Enter> to accept the entry shown. See Entering Contract Billing Information on page 391, Entering Address/ Delivery Information on page 397, Entering Comments on page 342, and Entering a Deposit on page 412 for detailed descriptions of the fields that display for each selection. When you move past the last field, choose from the following options: Choose Save to save your entries. Edit to change the information. Cancel to cancel your changes.
Completing the Contract
Once the contract is complete, you can display the contracts rates, then save the information.
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Viewing Contract Rates Choose Rate from the menu at the top of the screen. Choose Total
Detail Line System
to see rates for the entire contract. to see rates for the highlighted detail line. to see rates for the highlighted system, if the contract includes more than one system.
The screens that display for rental contract rates are similar to the screens that display for rental quotes. See Viewing Quote Rates on page 323. When you finish viewing the rates, press <Esc> or select OK. Saving the Contract When you complete the contract, choose Save from the options at the top of the screen. Entering a Deposit After you save the contract, you have the opportunity to enter any required deposit. Once you enter a deposit or press <Enter> to bypass the dialog box, you have the following choices: Choose Save to save the deposit. Edit to edit the deposit. Cancel to cancel the deposit.

Viewing Contract Totals When you choose Save, you see a display similar to the following figure, which shows you totals for the contract.
Figure 1-63
Choose Save
to save the contract. Edit to modify the contract. Cancel to cancel the entire contract.
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Procedure and Print Options RCMS automatically generates an invoice when you save a rental contract. When you return to the Rental Contract, Detail screen, you see this screen:
Figure 1-64
Enter Receipt: This option appears if you chose to allow Point of Sale receipts when you set up you systems contract information. Choose Yes to enter receipt information to be included on printed invoices. No to enter no receipt information. Print Invoice: Choose Yes to print the invoice. When the Output Destination Selection box displays, select the printer. No to bypass this procedure. You can print the invoice later using the Invoices or Credit Memos option on the Print menu. See Printing Invoices and Statements on page 541. Print contract: Choose Yes to print the contract. When the Output Destination Selection box displays, select the printer to which you want to send the reservation. No to bypass this procedure. You can print the reservation later using the Contracts and Quotes option on the Print menu.

See Printing Contracts and Quotes on page 539. See the System Manager Appendix for instructions on setting up and assigning printers. Update work order: Choose Yes to have the program create an unassigned work order for the delivery of the equipment on this contract. No if you do not want to create a work order now. You can create one later by choosing Delivery from the Schedule menu on the Contract screen. See Processing Work Orders on page 468. Entering Receipts When you enter Yes in the Enter Receipt field and the contract requires a deposit, you see the following form:
Figure 1-65
Amount Tendered: Enter the total amount tendered by the customer.
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Payment Type: Enter the payment type. Check/Ref Number: Enter the reference number. Payment Amount: Enter the payment amount. If the customers payment exceeds the invoice total, you will have the option of posting a credit to the customers record. Payment Information You can enter up to two different payment types to total the amount tendered by the customer. Payment Type: From the list, choose the payment type the customer is using for their initial payment. Check/Ref #: (Only for check payment types.) Enter the check number or reference number associated with the payment. Payment Amount: Enter the amount of the payment for the specified payment type. The first Payment Amount field displays the total initial payment for the contract. Credit Card Number: (Only for credit payment types.) Enter the credit card number used for the payment. Expiration Date: (Only for credit payment types.) Enter the credit cards expiration date. Authorization Code: (Only for credit payment types.) Choose Save to save your entries.
Edit to modify the payment. Cancel to cancel the contract.

Printing Invoices When you enter Yes in the Print Invoice field you see the following window:
Figure 1-66
Number of Copies: Select the number of invoice copies you want printed. Packing Slip: Choose Yes to print a packing slip to be included with the order. No if you do not require a packing slip for this contract. When you move beyond the last field you see the following prompt: Ready to print invoice? When you are ready to print the invoice copies, choose Yes. Printing Contracts If you entered Yes in the Print Contract field you see this window:
Figure 1-67
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Print Internal: Select Yes to print an in-house copy as well as the customer copy. No to only print a customer copy. Print Pick List: Select Yes to print and inventory list for the contract. No if you do not require an inventory list. Number of Copies: Enter the number of copies you want to print. When you finish, choose Proceed. Printing a Contract Addendum When you add new packages or items, or make new exchanges or returns on a contract that has been previously saved, the program prints a contract addendum after you choose to print a contract. A contract addendum only prints the additions or changes that have occurred. The addendum can then be given to the customer for their signature. When you return to the main Contract screen, a summary item displays on the display list for the contract you just added.
Processing Contract Returns
When a customer returns all or a portion of the equipment on a rental contract, you need to record that activity. 1. At the RCMS main menu, Choose Order Processing Screen from the Transaction menu. Use one of the options on the Order Processing Screen submenu to select an account.
2.
See Selecting by Customer on page 274, Selecting by Contract on page 275, and Selecting by Item on page 276 for more information on each Order Processing Screen option.

3. When the Contract screen appears, highlight the line on the display list that represents the contract with which you want to work, then choose Edit. You see the Edit Rental Contract, Detail screen. Choose Return from the options at the top of the screen.
4.
You see the following options in the drop down menu. Choose Barcode
Barcode Same Date/Time Detail Line Total Contract on Single Date Total Contract on Schedule Deposit
to record the return of equipment by scanning its barcode. to record the return of all equipment rented at the date and time entered. to return one line item manually. to return all the equipment on a contract that was rented on entered date. to return all the equipment on a contract on scheduled return date. when you return a customers deposit.
The following discussion describes each option. Using Barcodes to Record Returns When you want to record the return of equipment on a contract, RCMS lets you enter the equipment by scanning its barcode. Choose Barcode from the Return menu. A small window appears prompting you to scan the equipments barcode now. If you are recording the return of a package, scan the packages ID from the inventory barcode label. If you are recording the return of an item, scan the items ID from the inventory barcode label.
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When you finish, press <Enter>. A small window, similar to the one shown in the following figure, overlays the screen.
Figure 1-68
The ID and description of the equipment you scanned displays at the bottom of the window. If the wrong equipment displays, press <Esc>, then choose Cancel and scan the barcode again. When you verify that this is the right equipment, complete the highlighted fields. Date/Time Returned (Billing): Enter or accept the date and time for billing purposes that the equipment was returned. This is the date and time through which the customer will be billed for the returned equipment. Date/Time Picked Up (Actual): Enter or accept the actual date and time that the equipment was returned. Daily Rental Rate: Enter or accept the rental rate for the returned equipment.

When you complete the last field, choose from the following options: Choose Save to save the transaction.
Edit to edit the return date and time. Cancel to cancel the return.
Reassigning Stock Locations If you are tracking stock locations, you see the following window after you choose Save:
Figure 1-69
Use the pull-down menu to select the location or press <Enter> to enter one. When you are done, press <Enter> to accept the location, then choose Save to continue. Afterward, the Barcode Entry window displays where you can scan in the ID of another piece of returned equipment. Press <Esc> if you finish.
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When you record a return, the system removes the returned item or package from the display screen. To view returned items select Returned from Rental from the Options menu. All returned items from the current contract are displayed in the detail screen.
Entering Detail Line Returns
When you return to the Detail screen, choose Save. If you Exit the screen without choosing Save, any additions, changes, or returns will be discarded.
When a customer returns one item on a rental contract containing other items and you do not want to use the Barcode option, highlight the line on the display list that represents the returned equipment, then choose Detail Line from the Return menu. You see the Date/Time for Return window, similar to Figure 1-68, except that the equipments ID and description appear at the bottom of the window. Complete the date, time, and rental fields as described in Using Barcodes to Record Returns on page 419, then reassign a stock location using the instructions in Reassigning Stock Locations on page 421. When you record a return, the system removes the returned item or package from the display screen. To view returned items select Returned from Rental from the Options menu. All returned items from the current contract are displayed in the detail screen.
When you return to the Detail screen, choose Save. If you Exit the screen without choosing Save, any additions, changes, or returns will be discarded.

Entering Total Contract Returns When a customer returns all the equipment on a rental contract and you do not want to use the Barcode option, choose Total Contract on Single Date from the Return menu. You see the Date/Time for Return window, similar to Figure 1-68. Complete the date and time fields as described under Using Barcodes to Record Returns on page 419, then reassign a stock location using Reassigning Stock Locations on page 421. Afterward, choose Save from the options at the top of the screen. When you record the return of all the equipment on a rental contract and the customer has given you a deposit, you see the following prompt: Return entire open deposit of $[xxx.xx]? (where [xxx.xx] is the dollar amount of the deposit). Choose Yes if you returned the customers deposit. No if you did not return the customers deposit. When you return to the Edit Rental Contract, Detail screen, choose Save to record the transaction(s) you have entered.
Entering Total Contract Returns on Schedule
If you Exit the screen without choosing Save, any additions, changes, or returns will be discarded.
When a customer returns all the equipment on a rental contract and you do not want to use the Barcode option, choose Total Contract on Schedule from the Return menu. You would use this option to return all of the items on the contract on the return date that has been scheduled for each item. After choosing this option you will see the reassign a stock location. See Reassigning Stock Locations on page 421. Afterward, choose Save from the options at the top of the screen.
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When you record the return of all the equipment on a rental contract and the customer has given you a deposit, you see the following prompt: Return entire open deposit of $[xxx.xx]? (where [xxx.xx] is the dollar amount of the deposit). Choose Yes if you returned the customers deposit. No if you did not return the customers deposit. When you return to the Edit Rental Contract, Detail screen, choose Save to record the transaction(s) you have entered.
Returning Deposits
When you return a customers deposit, and want to record the return in a separate transaction from the equipments return, choose Deposit from the Return menu. A small window overlays the screen with the following field: Amount Returned: If you returned the entire deposit, which shows as the default, press <Enter>. If you returned only part of the deposit, enter the returned amount, then press <Enter>. Choose Save to save the transaction. Edit to edit the returned deposit. Cancel to cancel the deposit return.
When you choose Save, you return to the Detail screen and see the same windows and prompts that displayed when you first saved the contract. See Completing the Contract on page 411.

Sales Conversion RCMS allows you to sell rental items as they are being returned from a rental contract. This is an extremely useful feature for billing items missing at return, selling items that the renter wishes to retain and purchase, or closing out an RTO (Rent To Own) contract. When you choose to save any returns made at the detail screen, you see the following prompt: Are you selling any items returned in this session? Choose Yes to sell one or more items that were just returned. No to proceed without selling any returned items. When you choose Yes you see the following screen:
Figure 1-70
To select the item(s) to be sold, highlight the detail line and press the spacebar to mark the item. An X will appear in the detail line of selected items.
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By selecting a package header you select all items included in that package. When all items have been selected, press <Enter>. The following prompt will appear: Save selected items? Choose Save to save the selections made.
Tag to return to the selection screen and edit selections. Cancel to cancel the sale of any returned items.
When you choose to save your selections, and some items are being returned to your inventory, you see the following prompt: Set status of all returned items to Choose Available
In Service Select
to designate all returned items as available. to mark all returned items as in service. to select which items that are to be placed in service.
Once you set the status of all items being returned, you must enter the print and procedure options for these items. See Procedure and Print Options on page 414 for instruction on completing return transaction. Next, you see the following prompt: How do you want to price asset items being sold? Choose New Price to set the sale price as the new price. Used Price to set the sale price as the used price. Retail Price to set the sale price as the retail price.
3.7 Entering Sale/Lease Contracts

When you choose the price for the items to be sold you see the Edit Rental Contract, Detail screen. The items selected to be sold are displayed in the detail screen. For a description of detail columns see page 439. You must now select the warranty for the items to be sold. At the dialog box select the appropriate warranty, the warrantys duration, and the date the warranty is to become effective. Choose Save to continue. When you have entered the appropriate warranty information, choose Save to complete the transaction.

When a customer places an order to buy equipment, you enter a sales contract in RCMS to record and process the transaction. When you enter a sales contract, the program allocates inventory and generates an invoice. The screens where you enter the information for a sales or lease contract are similar to those where you enter rental contract information: default billing information, address/delivery information, scheduling, comments, and contract detailsthe items and packages that make up the contract you are building.
Beginning the Transaction
To enter a sales or lease contract, choose Order Processing Screen from the Transaction menu. The options on the Order Processing Screen submenuCustomer, Contract, Package ID, Asset Item, and Barcodelet you specify how you want to select or search for an account before you add, change, or display a transaction. Use one of the options on the Order Processing Screen submenu to select an account.
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See Selecting by Customer on page 274, Selecting by Contract on page 275, and Selecting by Item on page 276 for more information on each Order Processing Screen option. No matter which Order Processing Screen option you choose, the Contract screen that displays is similar to the following:
Figure 1-71
The top half of the screen displays information from the customer file. The bottom of the screen displays a display list with the quotes, contracts, and reservations on file for the currently displayed customer. The options at the top of the screen let you perform various tasks and move through the account file. Some of the options may be dimmed (that is, not available) if you are working with a new customer, or depending on the type of quote, contract, or reservation is highlighted on the display list.
3.7 Entering Sale/Lease Contracts Entering a Sales/ Lease Contract

To enter a Sales or Lease Contract, choose Add. You see a dialog box where you select the level and type of account you want to enter. At the Set Level/Type for New Entry dialog box, select Contract, select Sales or Lease, then choose OK. Entering Contract Billing Information To edit billing information for the contract, choose the Billing Info menu tab under the Header Info tab. The screen you see contains the default billing information for the customer. Complete the fields as follows: Customer: This field displays the customers number. Contract: When you add a new contract, this field displays <<New>>. When you save the contract, the program fills in the field with the next system-assigned contract number. Status: This field displays the contracts status. The program updates this field. Start: This field shows the contracts entry date and cannot be edited. Salesperson: Enter the user ID of the salesperson responsible for this contract, accept the default from the customer file, or press <F2> to see a list. This field also displays the salespersons name. The user ID that you enter in the Salesperson field determines who gets credit for the commission. Contract Identifier: You may use the contract identifier field to group different contracts together. For example you may have a project code where particular contracts for a customer have the same project ID. Append Contract No.: Enter an existing contract number if you want this order to be appended during the save process. AR Link Code: (This field only appears if you are linked to General Ledger.) Enter the linking code that represents the accounts receivable
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accounts associated with this transaction. Normally you do not need to change this link code. See Linking to General Ledger on page 685, and How Does the Program Know Which Linking Code to Use? on page 689. Purchase Order #: Enter the purchase order number associated with this reservation, if any. Terms: Use the arrow keys to select the payment terms that apply to this customer or press <Enter> to accept the default from the customer file. See page 285 for a description of each payment term. Valid customer payment terms are maintained as a rule in System Manager. See the System Manager Appendix for information about adding or changing customer payment terms. After you select this customers Terms, the program updates the following fields with corresponding values: Net Due, Pay Dsc $, and Pay Dis Days. Rental Discount %: Enter the percent discount this customer receives, if any, on rental items. Sales Discount %: Enter the percent discount this customer receives, if any, on purchases. Pricing Level: This field displays the current pricing level for this customer. Payment Type: Select the type of payment the customer will use, or accept the default from the customer file. The payment type prints on the sales contract. This tells the delivery person what type of payment to expect (for example, a company check) when they deliver the equipment.

Comment: Enter a payment comment, if any. This comment prints on the sales contract. Warranty Type: Enter the default type of service that applies to this customer. Select None Carry in if there is no warranty. if the customer must bring in equipment for repairs. Manufacturer if the manufacturer offers a warranty for the rented items. Onsite if the contract includes going to the customers location to make repairs.
Warranty Days: (Only applicable if the Warranty Type is Onsite or Carry In.) Enter the number of days for which the warranty would be valid. When you complete the screen, choose from the following options: Choose Save to save your entries.
When you choose Save, you see the Add Sale (or Lease) Contract, Address/Delivery screen. Entering Requester Information If the customer ordering products has a different address or phone number than the default company, you may enter this requesters information by choosing then Requester sub-menu tab from the Header Info menu tab. You see the Requester Information screen. Enter the appropriate information for the customer.
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Entering Address/ Delivery Information The Address/Delivery screen contains the equipments destination and delivery information. The delivery address can be different than the billing address and the requester address. To edit the delivery address for the reservation choose Address/Delivery sub-menu tab from the Header Info menu. The screen you see contains the default address and delivery information for the customer. Complete the fields as follows: From the Ship-To drop down menu you may select the default, customer address, or the Ship-To address. The default address will use the customers billing address unless the user has marked one of the records in the Ship-To table as the default address. If you choose theCustomer menu choice, you may select another customer record as your delivery address. If you choose Ship-To from the menu, you may browse a list of predefined list of shipping addresses for this customer. Ship-To ID: Enter a Ship-To ID number to designate the shipping address. Press <F2> or click the icon to right of the field to see a list of the Ship-To addresses. Destination Customer: Enter a different customer number to use that customers address for the destination. Press <F2> to see a list of all customers. To edit the destination address directly, press <Enter>. The system uses the customers address as the destination address. If customers billing address and the equipments destination are the same, press <Enter> to accept the entries in each field. TIP: If you have customers with multiple destination addresses, you can set them up with different customer numbers. Then you can select the customer with the correct destination and you will not have to retype the address. Company: When you enter a valid customer number, the program fills in that customers company name.

Contact Name: Enter the name of the contact person at the equipments destination. Company Name/Address/City/State/Zip/Country/Phone/Fax/ Email: Enter the name, address, phone number, fax number and email address of the destination. Tax District: RCMS uses the Tax District code to determine the proper tax rate to apply during invoicing. If you answered yes in the Taxable? field when you added this customer, this field is mandatory. Sales tax is based on where the equipment is being used. The Tax District should be that of the delivery address if it is different than the billing address. Press <Enter> to accept the default from the customer file. Press <F2> to select from a list of Tax Districts. Enter the Tax District code corresponding to the tax rate you want applied when invoices are generated for this customers purchases. See Adding Tax Districts on page 118 for instructions on adding new tax districts. If you want to change whether this customers transactions are taxable, see Changing Company Information on page 114 for instructions. Description: When you enter a valid tax district, the districts corresponding long description displays. Sales Tax: This field displays the sales tax for the selected tax district. Rental Tax: This field displays the sales tax for the selected tax district.
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Delivery Area: This field shows the delivery area that corresponds to the tax district you entered, brought over from the Tax District file. Directions: Enter directions, such as the closest cross street. These directions print on the sales contract for the benefit of the delivery person. Tech Assembling: Enter the user ID of the technician who will assemble the equipment. Press <F2> to access a Technician ID search box. Tech Verifying: Enter the user ID of the technician who will verify the assembly. Press <F2> to access a Technician ID search box. Contract Code: This is a user definable field. You may place any information thats significant in this field. Choose Save to save your entries.
Entering Default Scheduling
The contracts default scheduling information is brought over from the Contract Settings screen. To reach the Contract Settings screen, choose Change Setup Information from the System menu, then choose Contracts from the submenu. See Changing Company Information on page 114. You can enter new information by selecting Schedule then Default Schedule from the Edit menu. The screen you see contains the default scheduling information for the customer. Complete the fields as follows: Start Date: Enter or accept the contracts beginning date. Start Time: Enter the contracts beginning time or accept the default from the company file. A rental contract can begin at any time.

If you usually promise delivery between 12 noon and 5 p.m., you may want to give the customer the benefit of the doubt and start the billing at 5 p.m. Delivery Date/Time: Enter or accept the delivery date and time, which can be different than the billing Start Date and Time. Equipment can be delivered at any time. Delivery Type: Select the method that will be used to deliver the equipment. Press <Enter> to accept the default. When you move past the last field, choose from the following options: Choose Save to save your entries.
Edit to change the default scheduling information. Cancel to cancel the contract.
Entering Sales/Lease Contract Details
When you choose Save, you see the Edit Sale Contract, Detail screen where you enter the details of the contract; that is, the packages and/or items that the customer wants to buy. When you create a sales or lease contract, each package or item you add is considered a systema group of packages and/or items that you want to keep together for configuration or contract purposes. A contract can contain one or several systems. Each system can contain one or more packages and/or items and each contract can contain one or several systems. The program assigns sequential numbers to each system you add and displays that number in the far left column of the detail list. When you are ready to add the details for the sales/lease contract, use the following procedure. 1. Choose Line Item Detail tab. You see a group of radio buttons where you can choose to add Asset Packages, Asset Items, or Quantitied Items by scanning in their barcode or selecting them manually. You may also add
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Master Items, Master Kits, and Master Packages and convert these items to physical inventory items when creating the reservation or at a later time.
Choose Barcode
Asset Package Asset Item Quantitied Item
to enter items or packages by scanning their ID on the inventory barcode label. to add a asset package. to add a asset item. to add a quantitied master item.
The barcode function is a user process privilege granted when the user ID is established. See the System Manager Appendix for more information. 2. When you see the corresponding search box, enter the ID or description of the package or item that you want on the reservation. When you choose Barcode, rather than a search box, you see a window that prompts you to scan in the items or packages bar code.
You can also press <F2> to select from a list of packages or items. To add several packages or items at one time, highlight each one that you want to add and press the spacebar to mark it. A marker appears to the left of each selected package or item. 3. If the package or item you select is not available for the period entered in the Default Schedule window, you see a prompt similar to this: This [item/package] is not available in the target period. Do you want to view reservations/contracts for this item?

Choose Yes
No
to view reservations or contracts that are using the item or package during the scheduled time. if you do not want to view these reservations or contracts.
Next, you see the following prompt: This [package/item] is not available in the target period. Select another, View reservation/contracts for this [package/item], Display available like [packages/items], or Cancel? Choose Select
View
Display
Cancel
to select a different package or item. to view reservations/contracts that include the selected package/item. This allows you to see the equipments return date, after which you can modify the new contracts Start Date. See Changing Scheduling on page 355. to display packages/items with the same Master ID, within the same group, or within the same substitution group. When the tag list displays, press the spacebar to mark the package/item you want to substitute in, then press <Enter>. to cancel the transaction and begin the contract again.
Equipment included on an existing order can only be included on a new order if the equipments Return Date is firm and the RCMS Future Reservations option is turned on. See Using Future Reservations on page 77. 4. If you are adding asset packages, you see this prompt: Package: [package ID - package description]: Set pricing by?.
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Choose Package
Detail
to display only the asset package rate. to bring in a rate for each package item.
If you are adding master or asset items and there are already packages in the reservation, the system also asks if you want to add the item to the existing package and to the existing system. 5. If you are adding an asset item, you will see the following prompt: Asset Item: [asset ID - asset description] This item is marked as [current pricing] Prices: New = [price] Used = [price] Retail = [price] How do you want to price this [sale/lease]? Choose New Price to set the pricing of this item as the new price given in the prompt. Used Price to set the pricing of this item as the used price given in the prompt. Retail Price to set the pricing of this item as the retail price given in the prompt.

6. Next you see the window shown in the following figure:
Figure 1-72
Enter the date and time that the contract packages and/or items are scheduled to be sent out. You can also edit the Quantity and Selling Price fields depending on whether the package or item you are adding is available for rental or sale. 7. When you complete the fields, choose Save.
When you finish, the Detail screen displays. Notice the Totals at the bottom of the screen. The system updates these figures each time you add another package or item to the contract. The columns on the display list are as follows: Sy: This column displays the unique number assigned to each system on the contract.
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Asset: This column shows the asset package ID or asset item ID. Description: This column shows each package and items description. Qty: For packages, this column displays 1.00. For detailed package pricing or items that are not part of a package, this column shows the quantity of the item included in the contract. Sell: For package pricing, this column shows the package price next to the master package and is blank for each master item. For detail pricing or for items that are not part of a package, the column shows the sales price. Extd Sell: For package pricing, this column displays the same price as shown in the Sell column next to the master package and is blank for each master item. For detail pricing or items outside of a package, the column shows the extended sales price. Press <Tab> or use the left arrow key to see the remaining fields on the list. Sell Mrg %: This field shows the percent margin you receive. Retl Mrg %: This field shows the percent margin received if the item or package is sold new. Unit Retl: This column shows the retail value of each package and item. Extd Retl: This column shows the extended retail value. Out: This column shows the date and time that the equipment was sent out. Returned: If a customer returns equipment on a contract the system fills in the column when you process the transaction.

P: This column displays the price level applied to each detail line. Stk Loct: This column shows the stock location for each item. The first package or item you add is part of one system. When you continue, you can add other packages or items to the same system, add a new system, or save the contract as it exists.
Checking Availability and Making Exchanges Changing Sales/ Lease Contracts
To check package or item availability, or make exchanges, follow the procedure in Checking Availability on page 312 and Calendar Availability on page 315.
After you build a sales or lease contract, you may need to change the details. You can add new packages and items, make exchanges, or delete individual items or packages. You modify sale/lease contracts in the same manner as rental quotes. See Changing Rental Quotes on page 307.
RCMS also makes it easy to change the leasing company associated with a contract while you are editing the details. 1. At the Edit Sale Contract, Detail screen, choose Options, then choose Change Leasing Co. () from the drop-down menu. Notice that the current leasing company ID displays next to the that menu option. When the Leasing Company search box displays, enter the ID of the leasing company you want to select or press <F2> to select from a list of leasing companies.
2.
Although the new leasing company ID does not display on the screen, you can repeat step 1 to see the name of the leasing company for the selected reservation.
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3.7 Entering Sale/Lease Contracts Checking Availability and Making Exchanges

To check on package or item availability, or to make exchanges, follow the procedure in Checking Availability on page 312 and Calendar Availability on page 315. If you exchange equipment on a sales/lease contract that was new when sold, the item coming back in will be marked as used unless you exchange it on the same date and time as when it went out. Then the equipment will remain marked as new in the asset file or asset package file.
Changing Scheduling
If you need to change a contracts default scheduling information, see Changing Scheduling on page 319. Also see Entering Default Scheduling on page 434.
Changing Sale/ Lease Contract Information
The following options are available at the top of the screen:

Choose Add to add more equipment to the contract, which can belong to the same system or a new system. You can specify that additional items be part of an existing contract package (and therefore the system associated with that package), outside of the package but part of the same system, or part of a new system. to change a contracts details, billing information, requester information, address/delivery information, scheduling, pricing level, comments, or warranty. to delete contract details before you save the contract. After the contract has been saved, use the Return option. See Processing Contract Returns on page 418 to exchange one item or package for another that belongs to the same group. You can only make exchanges after you have saved the contract. See Calendar Availability on page 315 to return all packages or items on the contract. Before you save the contract, you can only return the total contract. After you save the contract, you can return selected items and deposits. See Processing Contract Returns on page 418 to check the availability of packages or items on the list. to see rates for the total contract, one line, or one system for a contract with multiple systems. to see contract totals. to enter or edit the customers credit application. to change the contracts leasing company; enter notes, or view the manufacturers specification sheet for the selected master item. You can also choose to display prices, quantity available, and scheduled delivery and return dates for all items or packages in the contract. to save the contract. to return to the main Contract screen.
Edit
Del
Exchg
Return
Aval Rate Total Credit Options
Save Exit
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If you Exit the Edit Rental Reservation, Detail screen without saving, your entries will be discarded. See Adding Ship-To Address Information on page 146 for complete instructions on entering a customers credit information. Also see Changing the Leasing Company on page 441, Checking Availability on page 312, Calendar Availability on page 315, Changing Scheduling on page 319, and See Changing Rental Quotes on page 307.
Editing Sale/Lease Contracts
If you need to change a contracts details, billing information, requester information, address or delivery information, scheduling information, pricing level, comments, or warranty, at the Edit Sale (or Lease) Contract, Detail screen, choose Edit. Choose the option for the type of information you want to change. Select Billing Information to change the contracts billing information. Requester to change the contracts requester information. Address/Delivery to change the contracts billing or delivery address. Schedule to change the contracts detail schedule. See Changing Scheduling on page 355 Pricing Level to change the pricing level for All Lines, a single Detail Line, or all items in a System. You may also change the Default Pricing Level for all items in the reservation. Contract Comments to change the contracts comments. Invoice Comments to change the contracts invoice comments. Warranty to change the warranty.
Edit the fields or press <Enter> to accept the entry shown.

See Entering Contract Billing Information on page 429, Entering Address/ Delivery Information on page 432, Entering Comments on page 342, for detailed descriptions of the fields that display for each selection. When you move past the last field, choose from the following options: Choose Save to save your entries.
Completing the Contract

Viewing Contract Rates
Once the contract is complete, you can view the contracts rates, then save the information. Choose Rate from options at the top of the screen. Choose Total
Detail Line System
to see rates for the entire contract. to see rates for the selected detail line. to see rates for the selected system, if the contract includes more than one system.
The screen you see for sale/lease contract rates is similar to the screen displayed for rental quotes. See Viewing Quote Rates on page 323. When you finish viewing the rates, press <Esc> or select OK. Saving the Contract When you complete a contract, choose Save from the options at the top of the screen. You see the contract totals. Choose Save to save the contract. to edit the contract. Edit Cancel to quit without saving the contract.
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Entering Lease Financing When you do the final save of a lease contract, you see this prompt: Lease contract will be billed to customer [leasing company], leasing company [leasing company ID], rather than to customer [customer number]. Do you want to proceed to save contract or select a new leasing company? Choose Proceed to save the contract with the leasing company shown, brought over from the company file. Select to select a new leasing company for this contract. Cancel to return to the Add Lease Contract, Detail screen to make additional changes before you respond to the prompt. Choosing Cancel does not cancel the transaction. Changing Lease Financing When you make additions to an existing lease, and do the final save of the contract, you see this prompt: Changes to lease contract will be billed to customer [customer number] rather than to leasing company [lease company]. Proceed to bill customer or select a leasing company to bill? Choose Proceed to bill the additions to the customer. Select to bill the additions to the leasing company shown or to a new leasing company. Cancel to return to the Add Lease Contract, Detail screen to make additional changes before responding to the prompt.

Procedure and Print Options When you save the contract you see this screen:
Figure 1-73
Enter Receipt: This option appears if you chose to allow Point of Sale receipts when you set up you systems contract information. Choose Yes to enter receipt information to be included on printed invoices. No to enter no receipt information. See Contracts Tab on page 87 for more information on Point of Sale receipts. Print Invoice: Choose Yes to print the invoice. When the Output Destination Selection box displays, select the printer. No to bypass this procedure. You can print the invoice later using the Invoices or Credit Memos option on the Print menu. See Printing Invoices and Statements on page 541.
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Print contract: Choose Yes to print the contract. When the Output Destination Selection box displays, select the printer to which you want to send the contract. No to bypass this procedure. You can print the contract later using the Contracts and Quotes option on the Print menu. See Printing Contracts and Quotes on page 539. See the System Manager Appendix for instructions on setting up and assigning printers. Update work order: Choose Yes to have the program create an unassigned work order for the delivery of the equipment on this contract. No if you do not want to create a work order now. You can create one later by choosing Delivery from the Schedule menu on the Contract screen. See Processing Work Orders on page 468. When you are ready to proceed, choose Save.

Entering Receipts When you enter Yes in the Enter Receipt field, you see the following window:
Figure 1-74
Amount Tendered: Enter the total amount tendered by the customer. Payment Type: Enter the payment type. Check/Ref Number: Enter the reference number. Payment Amount: Enter the payment amount. If the customers payment exceeds the invoice total, you will have the option of posting a credit to the customers record Payment Information You can enter up to two different payment types to total the amount tendered by the customer.
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Payment Type: From the list, choose the payment type the customer is using for their initial payment. Check/Ref #: (Only for check payment types.) Enter the check number or reference number associated with the payment. Payment Amount: Enter the amount of the payment for the specified payment type. The first Payment Amount field displays the total initial payment for the contract. Credit Card Number: (Only for credit payment types.) Enter the credit card number used for the payment. Expiration Date: (Only for credit payment types.) Enter the credit cards expiration date. Authorization Code: (Only for credit payment types.) Choose Save to save your entries.
Edit to modify the payment. Cancel to cancel the contract.
Printing Invoices When you enter Yes in the Print Invoice field you see the following options:
Number of Copies: Select the number of invoice copies you want printed. Packing Slip: Choose Yes to print a packing slip to be included with the order. No if you do not require a packing slip for this contract. When you move beyond the last field you see the following prompt:

Ready to print invoice? When you are ready to print the invoice copies, choose Yes. Printing Contracts If you entered Yes in the Print Contract field you see the following prompt: Print detail prices for sale items on forms? Choose Yes to print detail prices on contracts. No to omit detail prices from contracts When you answer the prompt, you see this window:
Figure 1-75
Print Internal: Select Yes to print an in-house copy as well as the customer copy. No to only print a customer copy. Print Pick List: Select Yes to print and inventory list for the contract. No if you do not require an inventory list. Number of Copies: Enter the number of copies you want to print. When you finish, choose Proceed.
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Automatically Generating Work Orders RCMS will automatically create unassigned work orders to schedule different events in the contract process. Each time an event will generate an unassigned work order, the program will prompt you to verify that this is what you want to do before it actually updates the work order file. Once the file has been updated, use the Work Orders option on the Maintain menu to assign and complete existing work orders. See Processing Work Orders on page 468 The list below shows the events that prompt the creation of a work order and the type of work order created.
Event Confirmed Quote Completed Config Work Order Rental/Lease/Sale Reservation/Contract Equipment Return Work Order Created Configuration Work Order Delivery Work Order Delivery Work Order Return Work Order
If you do not create a Delivery work order now, you can manually create a Delivery work order using the Schedule options on the main Contract screen. See Processing Work Orders on page 468. When you return to the Sale (or Lease) Contract, Detail screen, a summary item displays on the display list for the contract you just added. Choose View to view the contract detail again.
Processing Returns
You process returns on sales/lease contracts the same as returns for rental contracts. Use the instructions in Processing Contract Returns on page 418.
3.8 Processing Credit Applications

An item sold from Resale inventory can be returned to Resale inventory. When returning to inventory items that have been sold, a dialog box displays in order for you to designate to which inventory a returned item belongs.

Processing customer credit applications involves several steps: 1. First, you enter the customers credit information when you create the customers record in RCMS, or afterward if you want. See Adding Ship-To Address Information on page 146.
Afterward, you record that the application has been completed. See Completing the Application on page 145. 2. When you verify the credit information, you record that activity in RCMS. See Verifying Credit Applications on page 454. Once a manager reviews and approves a verified application, you record the approval. See Approving Credit Applications on page 455. When a customers credit application has been verified or approved, you confirm and approve their quote orders. It is not necessary to confirm or approve reservation orders.
3.
4.
Afterward, you can convert the customers reservations and approved quotes. See Confirming the Order on page 325, Approving Orders on page 457, and Converting Quotes, Reservations, and Contracts on page 460.
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Only quotes with an approved order and reservations can be converted to another account type, such as a sales contract. You can only approve a quotes order if it has been confirmed. To process an existing customers credit application, choose Credit Processing from the Transaction menu. You see a submenu with the following choices: Verify Credit Applications , Approve Credit Applications, and Approve Orders. This section discusses each of these options.
Verifying Credit Applications
When have verified a customers credit information and you want to record that activity in RCMS, use the following procedure. 1. Choose Verify Credit Applications from the Credit Applications submenu. In the search box that appears, enter the number of the customer whose credit information you want to verify. Press <F2> to select from a list of credit applications that need to be verified, ordered by customer number. When you enter a valid customer number or make a selection from the list, you see the Credit Application, Terms/ Approval screen with the selected application displayed.
2.
3.
If you have not already done so, use the selections on the Options menu to check the credit information (bank and trade references), run the TRW or Dun & Bradstreet report, then update all screens with the correct information. 4. When the credit application is ready to be approved, choose Verify from the menu to mark the application. You see this prompt:

Should this credit application be marked as verified? Choose Mark to mark the application as verified.
Cancel to cancel the verification process.
When you choose Mark, the programs fills in the user ID of the person verifying the application, along with the date and time. The Application Status field changes to Verified. When you finish verifying an application, choose Exit to return to the Main Menu or choose from the other available options: Choose Search
Fwd Back Edit Delete
Options
Verify
to select a different credit application. to see the next application in the file. to see the previous application. to change the information shown on the screen. to delete this customers credit application. Once you delete a record, the Delete option changes to Recall. You can recall a deleted record any time until you re-index your files. to view or edit a specific screen of credit information, or perform a customer inquiry. See Adding Ship-To Address Information on page 146, and Customer Inquiries on page 564. to verify the application.
Approving Credit Applications
Once a customers credit information has been verified, a manager should review the information and edit the terms and credit limit that they want to set for the customer. Afterward, the manager can approve or deny the application. Credit applications can only be approved after they have been verified. 1. Choose Approve Credit Applications from the Credit Processing submenu.
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2. In the search box that appears, enter the number of the customer whose credit application you want to approve. Press <F2> to select from a list of credit applications available to be approved.
When you enter a valid customer number or select from the list, you see the Credit Application, Terms/Approval screen with the selected application displayed. Approving Applications To accept the credit application, choose Approve from the options at the top of the screen. You see this prompt: Should this credit application be marked as approved? Choose Mark
Cancel
to approve the application. to cancel the approval process.
When you choose Mark, the programs fills in the User ID of the person approving the application, along with the date and time, and the Application Status field changes to Approved. Denying Applications To reject a credit application, choose Deny. The program still enters the User ID, date, and time, but the Application Status field changes to Denied. The program marks the customers record as credit denied and sets their credit limit to a negative figure. You cannot enter an invoice or a contract for the customer until you return to this screen and change the status to Approve. After you approve or deny the application, choose Exit to return to the Main Menu or choose from the other options at the top of the screen:
Completing the Process

Choose Search
Fwd Back Edit Delete
Options
Approve
Deny
to select a different credit application. to see the next application in the file. to see the previous application. to change the information on the screen. to delete this customers credit application. Once you delete a record, the Delete option changes to Recall. You can recall a deleted record any time until you re-index your files. to view or edit a specific screen of credit information, or perform a customer inquiry. See Adding Ship-To Address Information on page 146, and Customer Inquiries on page 564. to approve this customers credit application. The program updates the customers record with the terms and credit limit from the credit application. to deny the credit application.
Approving Orders
The Approve Orders option is used to approve a quote or reservation with a verified or approved credit application and a confirmed order. When you add a rental, sales, or lease quote and you want to make it a confirmed order, follow these steps 1. Choose Order Processing Screen from the Transaction menu. Use one of the options on the Order Processing Screen submenu to select an account.
Confirming the Order
See Beginning a Transaction on page 273 2. When the Contract screen displays, highlight the quote you want to confirm. Notice that the current status is Quote. Choose Edit.
3.
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4. Choose Edit from at the top of the Edit [Rental/Sale/Lease] Quote, Detail screen, then choose Confirm/Approve Order. The Order Status window displays:
Figure 1-76
5. 6. 7.
Press Y to confirm the order, then press <Enter>. Choose Save to process the information. When the Detail screen displays, choose Save from the options at the top of the screen. If you require a deposit from the customer, you can enter it now and save it. When the Quote totals display, choose Save to save the new information and return to the Contract screen.
8.
Complete the transaction as when the quote was created. See Procedure and Print Options on page 329 for further instructions.

Notice how the system has updated the status to Order. The confirmed order is now eligible to be approved. Approving the Order Reservations and confirmed quotes can be approved with the Approve Orders option 1. Choose Approve Orders from the Credit Processing submenu of the Transaction menu. You see a browse/select list that displays unapproved confirmed quote orders. Use the up and down arrow keys (or click if you are using a mouse) to select and highlight the order you want to approve.
2.
The following choices are available at the top of the screen: Choose Approve to approve the selected order. Approved Orders appear on the Order Scheduling List report. to unconfirm the selected order. You will not be able to confirm the order againyou will have to reenter the quote. to edit the quotes details. to view the quotes details. You cannot change the quote with this option. to print the quote. to view, edit, or approve the credit application of the customer whose quote is selected. to exit the screen.
Unconfirm
Edit View Print Credit Exit
Use the Edit menu option to review a confirmed order and to see whether you want to approve or unconfirm it. You can also review and approve customer credit applications from this screen.
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3.9 Converting Quotes, Reservations, and Contracts

Once you enter a quote or a reservation, you may want to convert it to a different type. For example, you may want to convert a rental quote to a rental contract. You cannot convert contracts. If the customer wants to change the contract, for example from rental contract to a sales contract, use the instructions in Processing Contract Returns on page 418 to perform a sales conversion.
Conversion Types
RCMS allows you to make the following conversions:
Account Level (Type) Quote (Rental)

with unapproved order
Conversions Allowed Reservation (Rental/Sale/Lease) Quote (Sale/Lease) Reservation (Sale/Lease) Reservation (Rental/Sale/Lease) Contract (Rental/Sale/Lease) Contract (Rental/Sale/Lease) Quote (Rental/Sale/Lease) Contract (Rental/Sale/Lease) No Conversion
Quote (Sale/Lease)
with unapproved order
Quote (Rental/Sale/Lease)
with Approved Order
Reservation (Rental) Reservation (Sale/Lease)
Contract
Making Conversions
When you are ready to convert a reservation or approved quote, use the following procedure: 1. Choose Order Processing from the Transaction menu.

2. Use one of the options on the Contract Screen submenu to select the account with which you want to work. See Beginning a Transaction on page 273 if you need assistance. At the Contract screen, highlight the reservation or approved quote that you want to convert, then choose Conv.
3.
When the Conv option is dimmed, you cannot convert the selected account type. 4. At the Select Level/Type for Conversion box, select the Level and Type of contract to which you want to convert the contract, then choose OK. For example, if you wanted to convert a rental quote to a rental reservation, you would select Reservation, then select Rental. If you are converting a reservation, you see the following prompt: Do you want to verify assets by rescanning barcodes? Choose Yes
No
5.
to convert asset items manually. to verify the entire reservation, and convert all items at once.
6.
If you are converting a quote, you see the following prompt: Convert items or Build [selected conversion type]?
Choose Convert
Build
to convert the quote or reservation details. This option retains scheduling and rate information. to build new details for the converted account type.
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Converting Details When you choose to convert reservation or quote details, rental rates, scheduling dates, and contract values are retained during the conversion. Afterward, barcode or enter the actual asset packages and asset items as replacements for each package and item within the quote or reservation. For quotes you will bring in the actual cost, description, and so on. You can make a partial delivery and back order items that will be available at a later time. While in the process of converting an order to a Reservation or a Contract you can save the converted line items and move the unconverted line items to a new order. When moving items to a new order, all information contained in the original orders header is retained for the new order and you are given an opportunity to reschedule the delivery of the back ordered items. See Converting Partial Orders on page 466. Use the following procedure to complete the conversion: 1. After you choose to convert items, you can modify the customers billing information, requester information, address/delivery information, default schedule, pricing level, comments, or proration settings by selecting the appropriate option in the Edit menu.
If you chose to verify an entire reservation, proceed to Completing the Conversion on page 464 to complete the conversion. 2. Highlight the line you want to convert, then choose Conv. You see the conversion submenu.
The Filter Settings on the menu let you narrow the conversion possibilities. To select a setting, use the down arrow key to highlight the setting, then press <Enter>. A small marker appears next the selected setting. Select Substitution Groups to see a predefined list of items that can be substituted for one another.

Some settings may not be available. You select which conversion filters can be used when the company is set up in RCMS. See Exchange / Conversion on page 97. See Filter Settings on page 32 and Substitution Groups on page 156 for more information. Choose Barcode to scan the ID number from the inventory barcode label on the asset packages or items that you want to replace each package or item in the order. to enter to select replacement items or packages.
Manual
When you choose Barcode, scan in the package or item ID when the Barcode Entry window displays. When you choose Manual and the search box appears, enter the package or item ID, or press <F2> to select from a list. As each package and item is converted, a marker displays in the C column. This prompt comes up when a variance in price occurs. Cost of selected item [is less than/exceeds] cost of item quoted by [price difference]. Save conversion of [item] or view conversion comparison? Select Save View Cancel to continue with the conversion. to view the conversion comparison for the two items. to cancel the conversion for the selected detail line.
463
Figure 1-77
3.
Repeat steps 1 and 2 for the entire order until each package and item you want to convert displays a conversion marker in the C column.
You can add new items or packages as you did when the order was created. All recent additions are automatically converted. 4. When you finish, choose Save from the options at the top of the screen to process the conversion. When you are finished viewing totals for the converted order, choose Save.
5.
Completing the Conversion If you are converting an order to a reservation, complete the order as you would normally complete a reservation. See Procedure and Print Options on page 383. If you are converting an order to a contract, you see the following prompt:

Append this Order to an Existing contract or Create a new contract? Choose Append
New
to add the converted reservation details to an existing contract. to convert the reservation into a new contract.
When you choose to append an order you see a search box where you select the existing contract to which the converted items or packages will be added. Once an existing contract is selected you see the following screen:
Figure 1-78
465

Select to append the converted order to the selected contract. Select to select a different contract to append the converted order. New Contract to create a new contract... Cancel if you do not want to append the converted contract to an existing order. Completing a converted order is similar to completing a contract. See Procedure and Print Options on page 414. Converting Partial Orders If you are not converting an order to a Reservation, upon completing an order with unconverted line items, you are given the following options: Delete unconverted items and save contract, or Retain unconverted items for backorder and save contract, or Edit and continue converting. Choose Delete Retain Edit to delete unconverted line items and save. to place unconverted lines on another order for shipment at a later time and save both orders. to go back and continue converting line items. Proceed
When you choose to place unconverted lines on another order you must save the new order. If you are converting an Order to a Reservation, upon completing an Order with unconverted line items, you see the following prompt: Save reservation with unconverted lines, or Delete unconverted items and save reservation, or Retain unconverted items for backorder and save reservation, or Edit and continue converting.

Choose Save Delete Retain Edit to save with unconverted lines and finish at a later time. to delete unconverted line items and save. to place unconverted lines on another order for shipment at a later time and save. to go back and continue converting line items.
When you choose to place unconverted lines on another order you must save the new order. A partially converted Reservation may not be converted into a contract until all line items have been Converted, Rescheduled, or Canceled.
Building New Details
If you save a reservation with unconverted lines, you will not be given another opportunity to Reschedule (back order) those items at a later time.
When you choose Build at the conversion prompt, the system retains information entered when you originally built the quote. All that is required is for you to enter the details for the converted order. The information entered for the original quote or reservation remains, except for the details. Use the following procedure to complete the conversion: 1. After you choose Build, you can accept or modify the customers billing information, requester information, address/delivery information, default schedule, or comments by selecting the appropriate option from the Edit menu. Choose Add. Use the instructions in sections 3.2 through 3.7 to add the packages and items you want on the order.
2. 3.
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3.10 Processing Work Orders

4. When you finish, choose Save to process the conversion. When you finish viewing the contract totals, choose Save.
Complete the conversion as you would if it were created by converting each detail line. See Completing the Conversion on page 464.
Viewing Converted Orders
When you return to the main Contract screen, the approved order is no longer listed on the display list at the bottom of the screen. To view converted orders for the selected customer, choose Options, then choose Show Converted Orders from the drop-down menu. Converted orders now display on the list. To remove converted orders from the list, repeat the procedure.

RCMS work orders help you manage the physical events that occur during the contract process or during the normal course of business. For example, when a customer places an order, the equipment needs to be delivered, and when equipment is scheduled for return, it often needs to be picked up. Rental Control lets you create four types of work orders: Configuration: to configure equipment before delivery. Delivery: to deliver equipment to a customer. Return: to return rental equipment.

Tasks: to schedule miscellaneous tasks, such as in-house procedures. You have the opportunity to let the program generate a Configuration, Delivery, or Return work order when you confirm a quote or reservation, save a contract, or record the return of equipment, respectively. If you choose not to have the program create a work order, you can manually create one using the Schedule options on the main contract screen. You can also create work orders for miscellaneous Tasks that do not generate their own work orders. TIP: You can create a customer record for your Rental Control company, then use that customer number for in-house Task work orders. Once a work order is generated, by you or the program, you track it from assignment through completion using the Work Orders option on the RCMS Maintain menu. A work order can have one of three statuses: Unassigned, Assigned, or Completed.
Automatically Generating Work Orders
RCMS automatically creates unassigned work orders to schedule different events in the contract process. Each time an event generates an unassigned work order, the program prompts you to verify that you want to the work order created before it actually adds the record to the work order file. For example, when you save a rental quote that is a confirmed order, the program asks if you want to create a work order to configure the equipment. When you answer yes, an unassigned work order is generated and added to the work order file. The following list shows the events that generate a work order and the type of work order created.
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Event Confirmed Quote/Reservation Completed Config Work Order Rental/Lease/Sale Contract Equipment Return Work Order Created Configuration Work Order Delivery Work Order Delivery Work Order Return Work Order
Once a work order has been generated, use the Work Orders option on the Maintain menu to record its assignment and completion. See Processing Work Orders on page 468 for instructions.
Manually Creating Work Orders
If you answer no when the program asks if you want to create a work order (for example, when you save a confirmed sales quote), you can manually create the work order later. You can also create work orders for miscellaneous tasks that do not automatically generate work orders. To create a work order for a delivery, a return, a service call, or a miscellaneous task, use the Schedule option on the main Contract screen. You can also create work orders for miscellaneous tasks using the Work Orders option on the Maintain menu.
Creating Configuration Work Orders
When you save a confirmed rental, sales, or lease quote, the program asks if you want to create a work order to configure the equipment. When you save a reservation, you are asked if you want to update the work order file. When you answer yes in either situation, RCMS creates an unassigned Configuration work order and adds it to the work order file. If you choose not to have the program create one, the only way to create a configuration work order is to enter it as a Task. See Creating Service/ Task Work Orders on page 475 for instructions. Once the work order is generated, use the Work Orders option on the RCMS Maintain menu to assign and complete the order. See Processing Work Orders on page 468

Creating Delivery/ Return Work Orders When you save a rental, sales, or lease contract, the program asks if you want to update the work order file. When you answer yes, RCMS creates an unassigned Delivery work order and adds it to the work order file. If the contract has a firm return date (or you edit a contract and change the Return Date to firm), or you record the return of equipment, the program gives you the opportunity to create a Return work order. If you choose not to have the program create a delivery and/or return work order, you can create one manually from the Contract screen. 1. From the Main Menu, use the options on the Transaction, Order Processing submenu to select the account with which you want to work. 2. When the account you selected displays on the main Contract screen, highlight the contract that you want to create a work order for, then choose Schedule from options at the top of the screen. Choose Delivery or Return, depending on the type of work order you are creating, from the Schedule drop-down menu. You see the Scheduling new [delivery/return] work
3.
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order screen overlaid by a window similar to the one shown in the following figure.
Figure 1-79
4.
Complete the fields as follows:
[Delivery/Return] requested by: First/Last/Phone: These fields show the selected customers name and phone number. Job Date/Time: Enter the date and time you want the technician to deliver or pick up the equipment or press <Enter> to accept the defaults shown. Carrier: Select the carrier that will deliver/pick up the equipment, or press <Enter> to accept the default from the company file. Billing Cutoff Date/Time: Enter the date that you want the billing to stop for this contract, usually the pickup date.

Work order written by: This field displays your user ID. Press <Enter>. Task: Type in text that briefly describes the task. Notes: Enter any notes or special instructions for the technician. When you finish, press <Tab>. Choose Save
Edit Cancel
to save your entries. to change your entries. to cancel the work order.
5.
Next you see the Equipment Location window, which shows the customers address. You can press <F10> to accept the information shown, enter a different customers number if the equipment will be or is at that customers address, or type in a different address.
You can also press <F2> at the Company Number field to select a different customer from a list of existing customers. Choose Save
Edit Cancel
to save the information. to change your entries. to cancel the work order.
6.
You see the Scheduling new [delivery/return] work order screen.
473
Figure 1-80
The next step is to tag items on the contract that are being delivered or returned. Notice that the system number for the first line on the Detail list (at the bottom of the screen) is highlighted. 7. Press the spacebar to tag each package or item you want scheduled for delivery or pick up. Packages or items that are tagged display an X to the left of the system number.
TIP: If there are packages in the contract, highlight the package header and press the spacebar to tag all the items in the package. 8. 9. When you finish tagging Detail lines, press <Enter>. When the options at the top of the screen become available, choose Save to update the work order file.

10. When the dialog box displays confirming that the new work order has been added, choose OK to return to the main Contract screen.
Creating Service/Task Work Orders
If one of your customers calls and reports a problem with their equipment, you can create a Service work order. If you want to schedule a miscellaneous task (for example, recording the exchange of one piece of equipment for another), you can create a Task work order. If you choose not to have the program create a Configuration work order and you want to generate one, create it as a Task work order. If you want to create Task work order for in-house event and you do not have a customer record set up for your company, use the Work Orders option on the RCMS Maintain menu. See Processing Work Orders on page 468 1. From the Main Menu, use the options on the Transaction, Order Processing submenu to select the account with which you want to work. When the selected account displays on the main Contract screen, highlight the contract that you want to create a work order for, then choose Schedule from options at the top of the screen. Choose Service or Task, depending on the type or order you are creating, from the Schedule drop-down menu.
2.
3.
You see the Scheduling new [service/tasks] work order screen overlaid by a window similar to the one shown in the following figure.
475
Figure 1-81
4.
Complete the fields as follows:
[Service/Task] requested by: First/Last/Phone: These fields show the selected customers name and phone number. Job Date/Time: Enter the date and time you want the technician to service the equipment, configure the equipment, or begin the task. Carrier: If you are creating a Service work order, select the carrier that will be used to arrive where the equipment is located or to bring it in. If you are creating a Task work order which doesnt require a carrier, select N/A. Task: Type a brief description of the service or task.

Work order written by: This field displays your user ID. Press <Enter>. Symptom/Diagnosis/Resolution: If this is a Service work order, type in the nature of the problem and the diagnosis, if any. Press <Tab> to move to the next text box. Once the work order is printed, the technician can write the diagnosis and resolution on the form as they complete the call. When they return to the office, the information can then be input before the order is marked as completed. If this is a Task work order, these text entry boxes may not be applicable. You can enter information if you wish, or press <Tab> leave a text box blank and move to the next box. Notes: Enter any notes or special instructions for the technician or person performing the task. When you finish, press <Tab>. Choose Save
Edit Cancel
to save the work order. to change your entries. to cancel the work order.
5.
Next you see the Equipment Location window, which shows the customers address.
If this is a Service work order, press <F10> to accept the information shown, enter a different customers number if the equipment is at that customers address, or type in a different address. You can also press <F2> at the Company Number field to select a different customer from a list of existing customers. For a Task work order, these fields may not applicable. Press <F10> to accept the default entries.
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Choose Save
Edit Cancel
to save the information. to change your entries. to cancel the work order.
You see the Scheduling new [service/tasks] work order screen.
Figure 1-82
The next step is to tag items that are being serviced or for which a miscellaneous task is being performed. Notice that the system number for the first line on the Detail list (at the bottom of the screen) is highlighted. 6. Press the spacebar to tag each package or item you want scheduled for service or a task. Packages or items that are tagged display an X to the left of the system number.
TIP: If there are packages in the contract, highlight the package header and press the spacebar to tag all the items in the package.

7. 8. When you finish tagging Detail lines, press <Enter>. When the options at the top of the screen become available, choose Save to update the work order file. When the dialog box displays confirming that the new work order has been added, choose OK to return to the main Contract screen.
9.
Creating In-house Task Work Orders If you have a customer record for your Rental Control company, select that customer account and follow the procedure described in Creating Service/Task Work Orders on page 475. If you want to create a Task work order for an in-house procedure, follow these steps: 1. From the RCMS Main Menu, choose Maintain, then choose Work Orders. When the Open Work Orders screen displays, choose Add Task from the options at the top of the screen. When the Task window displays, complete the fields as follows:
2.
3.
Work Order requested by: First/Last/Phone: Enter the name and phone number of the person requesting the task. For example, if the production department wants boot disks made, you could type in the name of the production supervisor and that departments phone number. Job Date/Time: Enter the date and time to begin the task. Carrier: If the task doesnt require a carrier, select N/A.
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If the task does require a carrierfor example, you are delivering supplies to another officeselect the carrier being used. Priority: Enter a number from 1 through 9 (1 being the highest priority) to specify the priority of the task. Task: Type a brief description of the task. Work order written by: This field displays your user ID. Press <Enter>. Symptom/Diagnosis/Resolution: These text entry boxes may not be applicable for in-house tasks. You can enter information if you wish, or press <Tab> leave a text box blank and move to the next box. Notes: Enter any notes or special instructions for the person performing the task. When you finish, press <Tab>. Choose Save
Edit Cancel
to save the work order. to change your entries. to cancel
4.
When the Equipment Location window displays, press <F10> to bypass the information, then choose Save.
A summary item appears on the Work Order display list at the bottom of the screen.
Assigning and Completing Work Orders
Once a work order has been created and added to the work order file, use the Work Orders option on the RCMS Maintain menu to assign and print the order. Later, you can use the same option to mark the work order as complete.

Choose Work Orders from the Maintain menu. You see the Open Work Orders screen.
Figure 1-83
Assigning Work Orders
1.
Highlight the work order that you want to assign on the Work Orders display list at the bottom of the screen.
Choose Assign from the options at the top of the screen. You see the Assign Work Orders tag list with the selected order highlighted.
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Figure 1-84
2.
Highlight and press the spacebar to tag each work order you want to assign to the same user. An X displays next to tagged orders.

When you finish tagging orders, press <Enter>. You see this window:
Figure 1-85
3.
Enter the user ID that you want to assign the work order(s) to. Press <F2> to select from a list of all user IDs. Choose Save to process the assignment(s).
4.
When you return to the Open Work Orders screen, the user ID displays in the Assn column for the work orders you assigned. To change a work orders assignment, repeat the procedure and enter a different user ID. Unassigning Work Orders 1. To remove a work orders assignment, choose Unassign from options on the Open Work Orders screen.
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2. When the tag list of assigned work orders displays, press the spacebar on each order you want to unassign, then press <Enter>. When the program asks you to confirm that you want to unassign the work order(s), choose Yes.
3.
When the Open Work Orders screen redisplays, the user ID is removed from the Assn column on the display list. Completing Work Orders When the event associated with a work order has been completed, you need to record this information and close the order. 1. From the Open Work Orders screen highlight the work order you want to close, then choose Complete from the options at the top of the screen. Highlight and press the spacebar to tag each work order that was completed by the same user. An X displays next to tagged orders.
2.
When you finish tagging orders, press <Enter>. You see this window:
Figure 1-86
3.
Enter the date and time that the work orders were completed, then choose Save.
When the Open Work Orders screen redisplays, the completed work orders have been removed from the display list.
Printing Work Order Reports
When you want to prepare assignment sheets for your technicians, or just want to review which work orders have been assigned and completed, you can print a work order report to help you in this task. Choose Print from the Open Work Orders screen.
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Select Work Order Form to print a work order form for the highlighted work order. Unassigned... to see a report for unassigned work orders. Assigned... to see a report for assigned work orders. Completed... to see a report for completed work orders. See Work Orders on page 653 for a complete description of each report.
Changing Work Orders
To change work order information or to edit the contract associated with a work order, choose Edit from the Open Work Orders screen. Select Task
Location View Contract
Edit Contract
View Items
to edit task information (requested by, job date, carrier, task, etc.) to edit the equipment location. move to the Edit [Quote/Reservation/Contract], Detail screen and view the orders details. You cannot make changes with this option. move to the Edit [Quote/Reservation/Contract], Detail screen and edit the orders details. to view the individual items associated with the selected contract. Press <Esc> to return to the Open Work Orders screen.
Moving the Work Order Date
The Move option on the Open Work Orders screen lets you select a group of work orders and move them all to a different date. For example, you might want to move several work orders for the same delivery area to the same date. 1. From the Open Work Orders screen choose Move. You see the following screen:
Figure 1-87
2.
Enter the new Job Date and Time for the work orders you want to move, then choose Save. At the Move Work Orders screen, highlight and press the spacebar to tag work orders for which you want to change their Job Date to the new date. An X displays next to tagged orders. Press <Enter> move the selected record(s). At the confirmation prompt, select Yes to move the selected work orders.
3.
4.
Deleting Work Orders
To delete a work order, on the Work Orders display list (at the bottom of the Open Work Orders screen), highlight the work order you want to delete, then select Del.
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3.11 Generating Billings

When the prompt displays asking you to confirm the deletion, choose Delete. Choose Cancel to stop the procedure.
Moving Around the Work Order File
When you delete a work order all details associated with the work order are also destroyed and you cannot recall the record.
To find a specific work order, choose Search from the Open Work Order screen. Choose Search to bring up the Work Order search box and select a specific work order. The options in the search box let you choose a particular standard by which to search, such as contract Number. to enter specific criteria by which to search for work orders: date range, status, assignments, priority, type, and delivery area.
Search Filter
Timed Refresh
RCMS allows the user to set a Refresh Timer. This allows you to refresh the Work Order Browse at a user defined rate specified in increments of whole minute. The default increment is a screen refresh every 5 minutes. To edit the refresh increment, select Timer at the top of the Open Work Orders screen. Enter the refresh time, then press <Enter>. To return to the RCMS Main Menu, choose Exit from the Open Work Orders screen.

When you create a contract, RCMS automatically generates the first invoice, which you can print at that time or later using the Invoices or Credit Memos option on the Print menu. Thereafter, you need to generate and print the invoices for your customers ongoing contracts.

On a daily basis, choose Generate Billings from the Transaction menu. You see an option grid with the following choices: Bill Through Enter the date through which you want to generate billings. Contract Type Select All Rental Sale Lease
to generate billings for all types of contracts. to only generate billings for rental contracts. to only generate billings for sales contracts. to only generate billings for lease contracts.
Contract Number Enter a number in one or both fields to generate billings for contracts with contract numbers that fall in that range, or leave the field blank to bill all contracts. Contract Dates Enter a date in one or both fields to generate billings for contracts that are active within that date range. Customer Number Enter a customer number to generate a billing only for that customer. Enter a portion of a customer number to generate billings for customers whose customer number begin with that portion. Leave the field blank to generate billings for all customers. Billing Date Enter the date that you want to appear on the invoices. When you move past the last field on the grid, choose from the following options at the top of the screen: Choose Proceed to generate the billings. Edit to change your entries. Cancel to quit without generating billings.
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3.12 Entering Manual Invoices

The status line at the bottom of the screen shows the programs process as it generates the invoices. If you are linked to ACCPAC General Ledger, be aware that RCMS posts billings to General Ledger on the date that you generate them, not on the Billing Date. Afterward, you can print out the invoices you have just generated or you can print them later using the Invoices or Credit Memos option on the Print menu. See Printing Invoices and Statements on page 541.

Rental Control Management System creates customer invoices from the contract details that you enter. However, you can also enter invoices directly for non-stock items, such as labor or special services. Invoices that you enter directly cannot be associated with contracts. Choose Enter Invoices/Credit Memos from the Transaction menu. You see a submenu that contains the option to enter either invoices or credit memos, and below them, a group of switchable settings that affect how the entry will be handled.
Using Transaction Settings
Before you choose Invoices or Credit Memos, you should confirm or change the choices under Settings at the bottom of the submenu. If you are not familiar with using menu settings, see Using Menu Settings on page 31. Print Turn this setting on to print each invoice as you enter it, which can be useful for cash sales.

When you use this option to print invoices, you do not see a screen with printing options, as you do when you print invoices from the Print menu. The selections default to the ones you chose the last time you printed invoices from the Print menu. See Printing Invoices and Statements on page 541 for information about printing invoices from the Print menu. Detail/Manual Select Detail Manual
to enter invoices that list the individual items which make up the invoice. to enter invoices that show only a summarized total, not individual line items.
Write Comments Turn this setting on to add a comment to each invoice after you enter it. See the discussion entitled Adding Comments to Invoices at the end of this section for information about printing comments on invoices. Auto Number Turn this setting on to have the program assign invoice numbers automatically. You can change the next number assigned by the program using the Change Setup Information option on the System menu. If you do not select the Auto Number option, the program prompts you to enter a number when you complete each invoice. You can enter any number that has not already been used on an invoice.
Selecting the Invoice Type
After you select the transaction settings, choose Invoices from the submenu. If you want to enter a credit memo, you would choose Credit Memos from the submenu. See Entering Credit Memos on page 505.
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At the Customer search box, enter or select the customer for whom you want to enter an invoice. If you enter a customer number that is not on file, you can add the new customer before you proceed. For help on adding a customer, see Adding Customers on page 122. Once you select a customer, you see the screen shown in the following figure. Here you enter or revise the invoices header information, designating whether you are creating a detail or a manual invoice.
Entering Header Information
The information in the top half of the screen is brought over from the customer file; you cannot edit them here. However, you can change the ship-to address once you enter the header information.
Figure 1-88
See Changing the Ship-to Address on page 495.

The values and dates are copied from the customer file. You can edit any of these fields. Any changes you make apply only to the invoice header, and do not alter the customers permanent record. Type: Select the type of invoice you are creating by pressing R for Rental or S for Sale. Date: Enter the date you want to appear on the invoice, or press <Enter> to accept the default system date. Ship Via: Enter the method by which the items are to be shipped, or accept the default of Delivered. FOB (Free on Board): Enter the location to which you will be responsible for shipping charges, or accept the default of Origin. Any shipping charges past that location are the responsibility of the customer. PO Number: Enter the customers purchase order number for this invoice, or accept the default of Verbal. Tax Dist: Enter a one- to four-character code or press <F2> to list the sales tax district that determines the combined percent of sales tax charged on this customers purchases. Contact the agency that governs sales tax collection in your state for a list of tax districts. Salesperson: Enter the salespersons user ID, accept the default brought over from the customer record, or press <F2> to see a list. Territory: Enter or accept the two-character code that you designated for this customers territory. This field has a System Manager rule for which you can set up valid entries. See the System Manager Appendix for details. Order Date: Enter the date here that you want to use as the date of this transaction; that is, the date that will appear on reports and inquiries that list invoices dates. The default date is the system date. To change the date that appears on the printed invoice, change the Date field, above.
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Order No: Enter your companys work order number, if any, for this invoice, or accept the default of None. Sales Disc: Enter the percentage to be subtracted from the invoices total price, regardless of when it is paid. Do not confuse the sales discount with the payment discount, which is a discount the customer receives for paying the invoice within a certain period of time. AR Link Code: (Only displays if you are linked to ACCPAC General Ledger and entering a detail invoice.) Enter or accept the code that describes the group of ACCPAC General Ledger accounts receivable accounts affected by transactions resulting from this invoice. See Chapter 5 for a complete discussion of linking. When you enter detail invoices, this discount rate is copied onto each line item. However, if an item has its own discount rate associated with it in the inventory file, the lesser of the two percentages will be used for that line of the invoice. Terms: Enter the payment terms for this customer or accept the default from the customer file. Terms summaries are comprised of the following elements: Payment Discount %, Payment Discount Days, and Net Due Days. The summary you select will be printed on the invoice. The list of acceptable payment Terms descriptions is a rule table maintained in System Manager. See the System Manager Appendix for information on setting up a rule containing all the valid Terms Descriptions your company uses. If you need to enter a Terms Description which does not exist in the list of valid choices, press <Esc> to edit the Payment Discount %, Payment Discount Days, and Net Due Days fields directly. This lets

you bypass the rule checking for Terms in case you have an unusual payment circumstance for this invoice. Payment Disc %: This field shows the percentage of the invoice total to be discounted for prompt payment, if any, as read from the Terms Description. Payment Disc days: This field shows the number of days in which the customer must pay in order to receive the discount, as indicated by the Terms Description. Net Due days: This field shows the number of days in which the customer must pay this invoice, as indicated by the Terms Description. Once you enter the header information, any fields that have rules set up for them will be validated. If you have entered any incorrect values, the program prompts you to reenter them. Then, choose one of the following options. Choose Line item
Header Ship to Exit
to enter items for a detail invoice. to change the invoice header information before continuing. to change the ship-to address. to exit the screen without saving the invoice.
Changing the Ship-to Address
Choose Ship to when you want to change the address that the items on this invoice will be sent to. By entering or selecting another customer code (you can use the Select Customer box to search or select from list of all customers by pressing <F2>), you can use that customers address as the ship-to address for the items on this invoice. This is not the billing address. To edit the ship-to address directly, press <Enter> instead of selecting a customer and type the information in. When you are finished, the cursor moves to the first header field. Press <F10> to access the menu choices again.
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3.12 Entering Manual Invoices Entering Invoice Details

When the information on the header screen is correct, choose Line Item from the menu. You see the screen shown below.
Figure 1-89
Item: Use the Master Item for Invoice search box to select a master item to appear on this invoice. You can only enter invoices for master items with an Item Type of Quantitied, Non-stock, Delivery, Pickup, or Labor. If the master item does not exist, use the Master Items option on the Maintain menu to add it first. See Adding Master Items on page 180. When you add a master item, the items description, discount percentage, tax status, sales, and cost are brought over from the master item file. Press <Enter> to move until the cursor is on the Order Qty field. For the remaining fields, type in new information, or press <Enter> to accept the information brought over from the master item file.

Order Qty: Enter or accept how many of this item the customer ordered. Ship Qty: Enter or accept the number of items that have been delivered or shipped to the customer. Unit Cost: Enter or accept the items unit cost. Unit Price: Enter the unit price or accept the default from the master item file. The program calculates the total for the item, not including tax, and checks your totals against the customers credit limit and the on-hand quantity of each item in the inventory file. If the amount of the invoice would cause the customer to exceed their credit limit, you are informed of that fact and shown the amount by which the limit is exceeded. You are also alerted if the on-hand quantity in the inventory file is insufficient to ship the invoice quantity. However, you can still post the line even if your computerized records do not indicate sufficient stock to ship it. This allows you to continue invoicing even though you have not yet posted recent inventory receipts. Notice the values at the bottom of the screen, which display the subtotal, calculated sales tax, and invoice. As you enter each line, the program updates these figures. Completing the Invoice When you finish entering line items, press <Enter> instead of entering the next item number and choose from the following options at the top of the screen: Choose Add
Edit Save Header Edit Cancel
to add another item to the invoice. to change existing line items. to post the invoice. to edit the invoice header. to quit without saving the invoice.
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When you choose to save the invoice, you see the following prompt: Proceed to Save, record a Receipt for, or Cancel thin Invoice? Choose Proceed to save the invoice. Receipt to create a receipt for the invoice. Cancel to cancel this invoice and return to the Customer search box. If you turned on the Write Comments or Print Option settings on the Enter Invoices/Credit Memos submenu, when you choose to save the invoice, you will be prompted if you want to enter comments and print the invoice. If you want to enter a cash receipt for this invoice, see the part of this section entitled Recording Cash Sales on page 499. You return to the Customer search dialog box where you can choose another customer. To exit the screen, press <Esc>. You can enter another invoice, display or print a summary of the invoices entered during the current session, or choose Exit to return to the main menu. If you chose to print comments on this invoice, see Adding Invoice Comments on page 500. If you chose to print point of sale invoices, see the section in this chapter entitled Printing Point of Sale Invoices on page 501.
Entering Manual Invoices
Manual invoices differ from detail invoices in that they do not contain information about the individual items that were sold. Instead, they have a total amount due for the entire invoice, which also appears on the customers statement. On detailed invoice reports, manual invoices appear as invoices for item _MANUAL_INVOI.

When you enter a manual invoice, you select the customer and enter the header information the same as for a detail invoice. After you complete the header information you see these options: Choose Amount
Header Ship to Quit
to enter the invoice amount. to change the invoice header information. to change the ship-to address. to cancel the invoice.
When you choose Amount, a window appears with these fields: Cost: Enter the cost (to you) of the goods and services on this invoice. Since this is a manual invoice, this value does not produce a cost-ofgoods posting to General Ledger. Cost information on a manual invoice is just for sales margin reporting. Price: Enter the amount of the invoice, excluding tax. Sales Tax and Inv Total: The program calculates these figures for you based on the Tax Rate. After you enter the amounts for the invoice, choose from these options: Choose Save to post the invoice.
Edit to change the invoice amounts. Cancel to cancel the invoice.
Recording Cash Sales
After you save the invoice, either detail or manual, you see this prompt: Proceed to Save, record a Receipt for, or Cancel this invoice? Choose Proceed to post the invoice without entering a payment. Receipt to enter a payment. Cancel to cancel the invoice.
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Recording Manual Invoice Receipts If you want to record a payment for this invoice, choose Receipt. You see the following fields in place of the Ship To address: Check/Ref: Enter a combination of letters and numbers to identify this transaction. This field is mandatory. Pay Date: Enter the date the payment was received. Amount Paid: Enter the amount of the payment or accept the default of the invoice total. As with a regular cash receipt, you can enter a partial payment. You can also overpay a cash invoice. The program marks that invoice as paid and adds the overpayment to the customers open credit balance. Payment discounts for an invoice cannot be entered at this time. To record a payment discount, choose Enter Cash Receipts from the Transaction menu to enter the payment and discount information.
Save the invoice when you finish. If you did not select the Auto Number
setting, assign a number to the invoice.
Adding Invoice Comments
If you checked the Write Comments setting on the Enter Invoices/ Credit Memos submenu, you can enter a comment now to complete the invoice. When you answer yes when asked if you want to enter a comment for the invoice, you see a prompt at the bottom of the screen for you to enter a comment code. Enter one of the following: MISC, which allows you to type in any text that you want to use for this invoice only.

One of the comment codes that you added using the Comments option on the Maintain menu. A new code (other than MISC) for a comment you want to add to the comment file. Adding MISC Comments If you enter MISC when prompted for a comment code, you see a blank window for you to enter text. The comment you type will be saved with this invoice, but will not be stored for you to use with any other invoice. If you enter a comment code that you previously set up and saved, that comment appears. You can press <F2> to pick from a list of existing comments. See the following section and Setting Up System Comments on page 265 for more information on adding new comments to be available for all invoices. You can save the comment on the invoice exactly as it is imported from the comment file (the system comment file), or choose Edit from the options at the top of the screen to modify the text. If you change the wording of a system comment for an invoice, you have the option to save those changes back to the system comment file, or just use them for the one invoice. Adding New Comments If you enter a comment code other than MISC that does not exist in the comment file, you can choose Add to add the comment now. When you save the new comment, you can store it in the system comment file, making it available for placement on any other invoice.
Adding Existing Comments
Printing Point of Sale Invoices
Manual invoices cannot be printed point-of-sale. You must use the Invoices or Credit Memos option on the Print menu. See Section 3.16 Printing Invoices and Statements.
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When you have the Print setting turned on, you see this prompt: Do you want to print this Invoice? Choose Yes to print the invoice. At the Print Setup Option Grid, select the number of copies you want to print and whether or not a packing slip should be printed. When you move past the last field, you are prompted to begin printing. When you are ready, print the invoice by choosing Yes. After you respond, you see an option grid. See Printing Invoices and Statements on page 541, which describes each option and how you should respond. In System Manager, you can set up default printers to associate specific printers with specific print functions, called processes. In this way, you can always have invoice forms loaded in the printer that runs invoices, and label stock in the printer you specify for label printing. See the System Manager Appendix for information on assigning printers to specific processes. When you print invoices, the program will set your printer to 12 characters per inch, if it is not already. If you select a printer that does not have a 12 CPI mode defined, you see a warning message advising you to choose a different printer. For information on setting up printers, see the System Manager Appendix. When you select an output device, be sure your printer is turned on before you print.
Summarizing Your Session
When you finish entering invoices for customers, press <Esc> instead of selecting a customer. You see this prompt:

Do you want to continue entering Invoices? Choose Continue
Show Summary
Print Summary Exit
to enter another invoice. to view totals for total sales, sales tax, costs, receipts, and accounts receivable amounts entered during this session. to send the session totals to your printer. to exit the screen and return to the Main Menu.
Changing Invoices
This option lets you change an invoices shipping address, header information, or comment. To change any of the information on the invoice that does not affect the billed amount, such as the payment terms, ship to address, or comment, choose Change/Void Invoices/Credit Memos from the Transaction menu. Select the invoice you want to edit by entering the invoice number, or by pressing <F2> to a list from which you may select an invoice.
Editing Header Information
When the invoice displays, choose Edit from the options at the top of the screen. Choose Header to change the header information. After you make your changes, choose Save from the top of the screen. In order to maintain a clear audit trail and prevent fraud, you cannot make changes to the line items of a posted invoice. Therefore, if you find that you have billed a customer in error, you must enter a credit memo for the original invoice, then enter a new invoice for that customer. See Entering Credit Memos on page 505.
Editing Line Item Information
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Changing an Invoice Comment After you place a comment on an invoice, you can substitute a different comment code or change the text of a MISC comment by choosing Change/Void Invoices/Credit Memos from the Transaction menu. Enter or select the invoice whose comment you want to change. Choose Edit, then choose Comment. If the invoice has a comment, the comment code appears. If there is not already a comment on the invoice, you can enter a new one, or accept the default of MISC. When the comment is the way you want, press <F10>. Choose Save to save this comment with the invoice.
Edit to edit the comment again. Cancel to leave the comment unchanged.
Remember, if you added and saved a new comment other than MISC, it is now available in the comment file to be used on any other invoice. Voiding an Invoice You cannot void an invoice. To reverse all or part of such an invoice, create a credit memo. See Entering Credit Memos on page 505. Handling Returns You may need to change an invoice because the return of non-stock merchandise or because of a mistake in billing. Depending on the circumstances and what you need to change, there are several things you can do to reverse an invoice once it has been posted. To account for returned non-stock merchandise, you should create a credit memo, then apply the resulting credit to the invoice under which the returned merchandise was shipped. See Entering Credit Memos on page 505.
3.13 Entering Credit Memos

Use the credit memo feature when you need to make an adjustment to a customers account for a quantitied type of master item; for example, when you need to adjust a delivery charge. You can only enter credit memos for master items with an Item Type of Quantitied, Non-stock, Delivery, Pickup, or Labor. If the master item does not exist, use the Master Items option on the Maintain menu to add it first. See Adding Master Items on page 180. After you enter a credit memo, you have the opportunity to apply it to an invoice or add it to the customers open credit balance.
Using Credit Memo Settings
To create a credit memo, choose Enter Invoices/Credit Memos from the Transaction menu. Before you choose Credit Memos, you should confirm or change the following choices under Settings at the bottom of the submenu. Print Option Turn this setting on to print each credit memo as you enter it. When you print credit memos as entered, you do not see a screen with printing options, as you do when you print them from the Print menu. The printing options default to those you selected the last time you printed invoices or credit memos from the Print menu. See Printing Credit Memos on page 514 for information about printing credit memos from the Print menu. Detail/Manual Select D to enter credit memos that list the individual items. M to enter credit memos that show only a total for the entire credit (that is, with no line items).
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Write Comments Turn this setting on to add a comment to each credit memo after you enter it. See Adding Invoice Comments on page 500 for more information placing comments on invoices and credit memos. Auto Number Turn this setting on to have the program assign credit memo numbers automatically. You can change the next number assigned by the program by using the Change Setup Information option on the System menu. If you do not select the Auto Number option, the program prompts you to enter a number when you have completed each credit memo. You can enter any number that has not already been used. Once the entry settings are correct, choose Credit Memos from the top half of the submenu.
Entering Header Information
After you choose Credit Memos, you see the header screen and a Customer search box. Enter the code of the customer for whom you want to enter a credit memo, or browse the list of available customers. If you enter a customer code that is not on file, you can add the new customer before you proceed. For instructions on adding a customer, Adding Customers on page 122. The values in the customer information fields and the address are brought over from the customer file; you cannot edit them here.

You can press <F7> while on any header field to go directly to the record for the selected customer. While viewing the customer record, all file maintenance options (Inquiries, Notes, etc.) except Delete are available. If you change any of the information in the customer file, you have the option to bring the changes into the credit memo header. The default values in the highlighted fields and in the Payment Disc and Net Due Days fields are also copied from the customer file. Type: Select the type of credit memo you are creating by pressing R for Rental or S for Sale. Date: Enter the date you want to appear on the credit memo, or accept the default system date. Ship Via: Enter the method by which the items credited are to be shipped. FOB (Free on Board): Enter the location to which you will be responsible for shipping charges. Any shipping charges past that location are the responsibility of the customer. PO Number: Enter the customers purchase order number for this credit memo. Tax Dist: Enter a one- to four-character code for the sales tax district that determines the combined percent of sales tax charged on this customers purchases. Contact the agency that governs sales tax collection in your state for a list of tax districts. Salesperson: Enter the user ID of the salesperson, accept the default brought over from the customer record, or press <F2> to select from a list of all users. Territory: Enter or accept the two-character code that you designated for this customers territory. This field has a System Manager rule for
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which you can set up valid entries. See the System Manager Appendix for details. Order Date: Enter the transaction date; that is, the date that you want to appear on reports and inquiries that indicate date. The default date is the system date. To change the date that appears on the printed credit memo, change the Date field above. Order No: If there is a sales order number or invoice number that is associated with this credit memo, enter the number here for reference. Sales Disc: Enter the percentage to be subtracted from the credit memos total price regardless of when it is paid. When you enter detail credit memos, this discount rate is copied onto each line item. However, if an item has its own discount rate associated with it in the inventory file, the lesser of the two percentages will be used for that line of the credit memo. AR Link Code: (Only appears if you are linked to ACCPAC General Ledger and entering a detail credit memo.) Enter or accept the three-character code that designates the general ledger accounts affected by transactions resulting from this credit memo. Terms, Payment Disc %, Payment Disc days, Net Due days: Since a credit memo is paid as soon as it is saved, these fields have little significance on a credit memo. The values that appear are copied from the customer record. To avoid confusion, you may want to select 0/0/1 (Net Invoice) for the Terms to reflect the immediate nature of posting a credit memo. Doing so also keeps credit memos in the correct spot on the Open Receivables Aging Report. Press <F2> at the Terms field to select from a list of acceptable payment terms

Once you enter the header information, any fields that have rules set up for them will be validated. If you have entered any incorrect values, you are prompted to reenter them. When you finish, choose from the following options: Choose Amount
Line Item Header Ship to Exit
to enter the lump sum for a manual credit memo. to enter items for a detail credit memo. See Creating a Detail Credit Memo on page 510. to change the credit memo header information before continuing. to change the ship-to address. to exit the screen without saving the credit memo.
Creating a Manual Credit Memo
When you have the Detail/Manual setting set to M for the transaction type, choose Amount after completing the header. You see a window where you can enter the cost and price of the credit memo. Enter these as positive numbers. Once you fill in the values, the program calculates the tax amount using the tax rate in the header and the total amount of the credit memo. Choose Save to record the transaction. If you selected to add a comment to this credit memo, you will be prompted to do so now. Next, the program asks whether you want to apply this credit memo to an invoice. Choose Yes to apply the credit memo you just entered. (See Applying Credit Memos on page 511.) No to post the amount as an open credit against customers balance.
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3.13 Entering Credit Memos Creating a Detail Credit Memo

When you have the Detail/Manual setting set to D for the transaction type, choose Line Item after completing the header. You see a screen similar to the one for detail invoice entry. Item: Use the Master Item for Credit Memo search box to select a master item to appear on this invoice. You can only enter credit memos for master items with an Item Type of Quantitied, Non-stock, Delivery, Pickup, or Labor. If the master item does not exist, use the Master Items option on the Maintain menu to add it first. See Adding Master Items on page 180. When you enter a valid ID for a master item, the items description, discount %, tax status, sales, and cost are brought over from the master item file. Press <Enter> to move past these fields. For the remaining fields, enter new information or press <Enter> to accept the information brought over from the master item file. Returned Qty: Enter the quantity for which you are issuing the adjustment, or press <Enter> to accept the default. Unit Cost: Enter a different unit cost, or press <Enter> to accept the default. Unit Price: Enter a different unit price as the amount of the adjustment, or press <Enter> to accept the default. For example, if you want to credit the customers account with $10 for delivery charges, you could enter that amount here. When you finish entering line items, select Cancel in the search box instead of selecting another item number. Completing the Credit Memo When you finish entering line items you may choose from the following options at the top of the screen:

Choose Add
Edit Save Header Edit Cancel
to add another item to the credit memo. to change existing line items. to post the credit memo. to change the header information. to quit without saving the credit memo.
If you did not turn on the Write Comments or Point of Sale settings on the Enter Invoices/Credit Memos submenu, and you do not want to apply the credit memo to an invoice, you are done. Choose No when you are asked if you want to apply the credit memo to an invoice. You return to the Customer search box where you can choose another customer. To exit the screen, press <Esc>. You can enter another credit memo, display or print a summary of the credit memos entered during the current session, or choose Exit to return to the Main Menu. If you chose to print point of sale invoices, see Printing Point of Sale Invoices on page 501.
Applying Credit Memos
When you save the credit memo, either detail or manual, you see the following prompt: Do you want to apply this Credit Memo to an Invoice? Choose Yes to apply the credit memo. No if you do not want to apply the credit memo. The amount becomes an open credit for the customer.
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You see a screen similar to the this:
Figure 1-90
Choose Apply
to apply the credit that appears at the top of the screen. Previous to see the previous open credit, if any. Next to see the next credit, if any. Quit to quit without applying this credit. The remaining amount becomes an open credit for the customer.
When you choose Apply, use one of the following methods to select an invoice: Enter the number of the invoice to which you wish to apply this credit memo. The invoice you choose must have a balance due amount, but does not have to be from the current period. Press <F2> to select from a list of all open invoices.

Press <Enter> to bring up the oldest open invoice for the customer. The program displays the invoice you select as well as all newer open invoices for the customer. The program fills in the invoice date, purchase order number (if any), the open balance, and any amount already paid toward each invoice. Two options display at the top of the screen: Choose Automatic to have the program apply the credit to the first invoice on the screen, then to any subsequent invoices if any remains. If any of the credit is left after all invoices are paid, the program posts it as an open credit to the customers account. to apply the credit yourself.
Manual
If you chose to apply the credit manually, the Payment and Discount fields are highlighted next to the first invoice on the screen. The maximum amount that can be applied to that invoice appears in the Payment field, where you can type over it with a smaller amount if you like. To skip an invoice and move to the next, enter 0.00. After you enter each payment amount, choose Save. When you finish, you see the following choices: Choose Previous to apply any previous credits. Next to apply the next credit in the file, if any. Quit to quit when you finish applying the credit. If you choose to apply only a portion of the credit memo at this time, the remainder of the amount is added to the customers open credit balance when you choose Quit.
When you finish entering credit memos for customers, press <Esc> instead of selecting a customer.
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Select Continue
Show Summary Print Summary Exit
to enter another credit memo. to view totals for credits entered during this session. to send the session totals to your printer. to quit.
Printing Credit Memos
After you finish creating credit memos, you can print them by choosing Invoices or Credit Memos from the Print menu. Credit memos use the same printed form as invoices, except the words Credit Memo print at the top of the page. See Printing Invoices and Statements on page 541.
Changing Credit Memos
You can only change credit memos from the current period that have not been applied to an invoice. If you have applied the credit memo to an invoice, you must create a new invoice to reverse it, and then create a new credit memo. Choose Change/Void Invoices/Credit Memos from the Transaction menu. Select the credit memo you want to change. You can press <F2> to see a list of all invoices and credit memos. Credit memos are marked by a C in the Type column. Highlight the credit memo you want to change, then press <Enter>. If you skip to the customer fields, you can choose a customer to see a list of invoices and credit memos for that customer. After the credit memo displays, you can choose from the following options: Choose Select to select a different credit memo. Edit to edit the current credit memo. Void to void a credit memo Fwd to see the next item in the file. Back to see the previous item in the file. Quit to return to the main menu.
3.14 Entering Cash Receipts

When you finish, save your changes, edit the credit memo again, or cancel any changes you have made.

RCMS lets you work with customer accounts receivable in a variety of ways. You can: Apply a payment to outstanding invoices. You can also post part of a received payment to one or more invoices and add the remainder to the customers open credit. Create an open credit for a customer by entering an advance payment Enter a negative cash receipt to reverse earlier cash receipts, such as overpayments. Choose Enter Cash Receipts from the Transaction menu. In the customer search box, enter the number of the customer for whom you want to enter a receipt, or press <F2> to select from a list.
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You see a screen similar to the one shown in the following figure.
Figure 1-91
Complete the following fields, which appear in the part of the screen labeled, Payment. Check/Ref: Enter the number of the check you are receiving, or any other identifying code to help you track this transaction. Pay Date: Enter the date this payment should be posted, or accept the default of the system date. Amount Paid: Enter the amount of the payment. GL Cash link code: (Only appears if you are linked to ACCPAC General Ledger.) Enter or accept the link code associated with the account to which this receipt should be posted. The default that displays is copied from the company setup information.

Choose Save to process the receipt. RCMS gives you two ways to proceed. Choose Apply to apply the payment to open invoices. Post Credit to post the receipt as a credit against the customers balance. Skip ahead to Posting Receipts as Credits on page 518 for instructions.
Applying a Payment
When you choose Apply, you see a screen similar to the one that displays when you apply a credit memo. Use one of the following methods to select an invoice: Enter the number of the invoice to which you want to apply the receipt. It must have a balance due, but does not have to be from the current period. Press <F2> to select from a list of all open invoices. Press <Enter> to bring up the oldest open invoice for the customer. The program displays the invoice you selected as well as all newer open invoices for the customer. The program fills in the invoice date, purchase order number (if any), the open balance, and any amount already paid toward each invoice. Two options display at the top of the screen: Choose Automatic to have the program apply the payment to the first invoice on the screen, then to any subsequent invoices if any payment balance remains. If any of the payment is left after all invoices are paid, the program posts it as an open credit to the customers account. to apply the payment yourself.
Manual
If you choose Manual, you can edit the following two fields:
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Payment: Enter the amount of the credit to be applied to this invoice. Enter zeros to move down to the next invoice. Discount: Enter the discount amount, if any, for which the customer is eligible. This amount is subtracted from the invoice balance. Choose Save
Edit
to save the line you just entered. to edit the line.
The program will not let you post only part of a check, which would create irreconcilable account balances. You must post any unapplied remainder of the payment to the customers open credit balance or cancel the transaction. If you get to the bottom of the screen without applying all of the receipt, you see these options: Choose Apply
Post
to select another invoice to apply the balance of the credit to. to post the balance as an open credit for the customer.
Posting Receipts as Credits
If you choose Post Credit after entering a cash receipt, the full amount of the receipt is credited to the customers account. The receipt will appear as an open _RECEIPT on the customers ledger and statement of account. After it is posted, you can select another customer for whom to enter a cash receipt. Press <Esc> to quit. See Applying Credits on page 524 for information on later applying open credits to outstanding invoices.
When you finish entering cash receipts for customers, press <Esc> instead of selecting a customer. You see this prompt: Do you want to continue entering Receipts?

Select Continue
Display Summary Print Summary Exit
to return to entering cash receipts. to view totals for receipts, sales tax, discounts, and credits. to send the session totals to your printer. to quit and return to the Main Menu.
After you enter a cash receipt, you can choose Display Summary or Print Summary to get an intermediate report of the receipts you have entered so far, and then choose Continue to resume processing.
Entering Non-AR Cash Receipts
Use this option to record cash received from sources other than your customers, such as tax refunds, loans, etc. Choose Enter Non-AR Cash Receipts from the Transaction menu. You see the screen similar to this:
Figure 1-92
Complete the fields as follows: Check/Reference No: Enter the number of the check you received, or any other identifying code to help you track this transaction. Receipt Date: Enter the date that you received the payment.
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Reference: Enter any description to help you track the source of the receipt. Amount Paid: Enter the amount received. GL link code for Cash Asset: (Only appears if you are linked to ACCPAC General Ledger.) Enter the Cash Asset account to be debited by this receipt. The default account is your companys Cash Receipts account. GL Account Number to Credit: (Only appears if you are linked to ACCPAC General Ledger.) Enter the General Ledger account number that should be credited for this receipt. If you are unsure of the account number, press <Enter> to select from a list of general ledger accounts. Choose Save to save the receipt.
Edit to edit your entries. Cancel to cancel the receipt.
After the receipt is processed, you can enter another or press <Enter> at the Check/Reference field to quit. When you press <Enter>, you see a prompt telling you the total receipts entered during the current session and asking you to confirm whether you are finished. Choose Yes when you are done.
Reversing Cash Receipts
You might want to reverse a cash receipt when you return a customer check (for example, because of duplicate payments), or when you apply an open credit incorrectly. To reverse a cash receipt, you make a reversing entry using Enter Cash Receipts. A reversing entry works just like a regular cash receipt, except that the Amount Paid is a negative number. As with a normal cash receipt, after you enter the payment amount, save the amount, and choose Apply. You see the following prompt:
3.15 Point of Sale - Cash Drawer

Include this refund in the AP Bank Reconciliation? Choose Yes Choose this option if you want this transaction to appear in your bank reconciliation. No Choose this option if you do not want this transaction to appear in your bank reconciliation. You are asked to enter an invoice number to apply the amount to. Press <F2> to see a list of all invoices and cash receipts. Go down the list until you reach the payment you want to reverse and press <Enter>. Enter the amount as a negative number, then choose Save. The customers balance will be adjusted to reflect the reversing entry.
Reversing a Prior-Period Paid Invoice
You can make a reversing entry to reverse a payment on an invoice at any timeas long as the invoice still has an unpaid balance. However, since the program removes all fully paid invoices from the current period file during the period-end closing, you can only reverse a payment on a fully paid invoice before you close the period in which the payment was made. If the incorrectly posted invoice is no longer available, you can still correct the customers balance. To do so, make a reversing entry, but do not apply it to any particular invoice. Instead, choose Post Credit. This creates a negative open credit (or open debit) against the customers account. This open debit appears on the Open Receivables Report and on the customers statement as a negative credit.

In RCMS you can use one or more cash drawers. When using cash drawers, the system tracks the beginning and ending balances of each cash drawer for each business day.
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When logging onto the system, a dialog box requests the beginning balance of the cash drawer to which you have access. After all transactions are completed for the day, you run a process to close out the cash drawer. RCMS then provides a detailed report that summarizes the receipts for each cash drawer by transaction type. These transaction types are: cash, credit card, or check. You can also create a quick contract for a cash customer. This allows you to check out customers at the register in pretty much the same way you checkout at the grocery store. With this feature you do not have to take the customers billing information, which is normally required when creating a contract. However, the option to add the customers address information is available. Create a contract for a cash customer by using Cash as your customer number.
Setting up Point of Sale
Under the System Menu choose Change System Information, then choose Contracts. You will see an option called Use Point of Sale. This is a Yes/No toggle. With this toggle set to Yes, after saving a contract, a dialogue box displays asking whether you would like to post a cash receipt. To use a cash drawer, choose the System Manager option from the Programs menu. From within System Manager, you must invoke the use of Workstations. You add workstations by choosing Maintain from the main menu, then Workstations from the sub-menu. Consult the XXX? section of the System Manager manual on adding workstations to prepare for this operation. There are three additional fields related to cash drawers that are not mentioned in the System Manager Manual. These fields are: Cash Drawer #, Port Address, and Open String.I
Setting up your cash drawer(s)

If you are using a cash drawer that you want activated (opened) during the cash receipt process, add the port to which your cash drawer is attached. After adding your cash workstations and cash drawer information, go into the Maintain menu option and choose Users. Within your user information is a field for Workstation ID. If a user typically uses Cash Drawer #1, then, in the appropriate field, add the Workstation ID that you previously created in order to associate the user with the cash drawer. When the users logs into RCMS, the system will recognize the Users ID and default to the proper cash drawer. Entering Cash Drawer Beginning Balances After invoking the Point of Sale options as described above, you must add beginning balances for each cash drawer. This is done automatically when a user logs into RCMS for the first time on any given day. When RCMS recognizes an initial logon attempt, the user is prompted for the beginning balance for the cash drawer to which they are attached. After entering the beginning cash drawer balance, the system is ready to track cash receipts for the days transactions.
Creating a Cash Contract
You can create a cash sale by selecting Cash Sale from the Transaction menu. You may then enter an existing customer number or use the default Customer #, CASH. When using the Cash Sale option, you are immediately in the contract detail screen. From the contract detail screen, you may add Asset Items, Quantity Items, or Asset Packages in the normal way. With this option, user intervention while bar-coding items into the contract detail screen is unnecessary. This makes adding items on a front counter situation as quick and streamlined as possible. You may still edit a line item after completing the scanning process if you wish.
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3.16 Applying Credits

When done adding items and the contract is saved, you are given the ability to take a cash receipt.
Taking a Cash Receipt
By selecting Point of Sale, you are given the ability to take a cash receipt after making any monetary changes to an existing contract or saving a new contract. This is true whether you are taking a cash receipt from a normal customer or a Cash customer. After the contract has been saved, a screen will appear allowing you to enter up to two different types of payments towards the same invoice. For instance, the customer may want you to take a check for the deposit and put the rental charges on a credit card. You have the ability to enter a credit card number and expiration date, a check, or reference numbers, etc.
Entering Cash Drawer Ending Balances
At the end of the day it is necessary to close the cash drawer. This is done from the Transaction menu. Select Cash Drawer Ending Balance and enter the entire balance of your cash receipts for the day. If the beginning balance plus your daily transactions does not match your ending balance, you will be notified of the discrepancy. A report has been provided to summarize your cash, credit cards receipts, and checks for a given day or a particular date range. These amounts are then totaled by cash drawer and date.
Reporting on Cash Drawer Activity

Use this option to match up unapplied credits with invoices. If the credit results in the invoice balance equaling zero, the invoice will be marked as paid and removed from the current file the next time you close the period.

Applying a credit does not reduce a customers balance. The balance is reduced when the credit is first entered. Choose Apply Credits from the Transaction menu. You see the following screen overlaid with the Customer Number search box:
Figure 1-93
Select the customer whose account you want to apply the credit to. If you do not remember the customers number, press <F2> to select from a list. Complete the following fields highlighted on the screen: Refer No: Enter any combination of letters and numbers to identify this transaction. For example, you could enter the customers contract number. This field is mandatory. Apply Dt: Enter the date the credit is to be applied or accept the default of the system date.
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Choose Save to save your entries.
Edit to change your entries. Cancel to cancel the application.
Credit Number: Enter _RECEIPT to apply the oldest unapplied cash receipt. Press <F2> to select from a list of all unapplied credit memos and cash receipts. You see the Apply Credit screen with the following options available. Choose Apply to apply the credit referenced at the top of the screen.
Previous to select the previous open credit in the file, if any. Next to select the next open credit in the file, if any. Quit to quit without processing this transaction.
When you choose Apply, enter the invoice to which you want to apply this credit. It must have a balance due but does not have to be from the current period. Press <F2> to select from a list of invoices. Press <Enter> to display all invoices on the screen. Choose Automatic to have the program automatically apply as much of the credit as possible to each invoice on the screen. to edit the amount applied to each invoice.
Manual
If you choose Manual, the following fields are highlighted. Payment: Enter the amount of the credit to be applied to this invoice. Enter zeros to move down to the next invoice. Discount: Enter the discount amount, if any, for which the customer is eligible. This amount is subtracted from the invoice balance. Choose Save
Edit
to save the line. to change the line.
If you get to the bottom of the screen without applying the entire credit, you see these options:
3.17 Posting Finance Charges

Choose Apply
Post
to select another invoice to apply the balance of the credit to. to post the balance as an open credit.
When you finish, you can enter another credit to apply or press <Enter> at the Credit Number field to select a different customer. To quit, press <Esc> instead of choosing a customer.
Reversing an Open Credit
To reverse an open credit that was entered in error, make a reversing entry in the amount of the mistaken posting. After you enter the balance and reference date, enter the debit amount as a negative number, then choose Post Credit.

You can automatically calculate finance charges for those customers who have past due invoices and a value entered for Finance Charge Percentage in their customer record. Each finance charge is saved as a special invoice for the customer, which also appears on customer statements. These invoices have invoice numbers in the normal sequence of system-generated numbers and list an item called _FINANCE_CHARGE. Unapplied open credits do not reduce the total on which finance charges are computed. The program does not keep track of whether you have already computed finance charges during the current period. For that reason, you should be sure only to compute them once per period otherwise, you will end up double-charging your customers.
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To compute finance charges, choose Post Finance Charges from the Transaction menu. You see an option grid with the following selections: End Date Enter a date to have finance charges assessed against any open invoices with an invoice due date on or before the date you enter. Days Past Due Enter a number to generate finance charges only on those invoices that are more than that number of days past due. Mark as Printed Select No to print all of the finance charge invoices you generate the next time you choose to print all new or changed invoices. If you dont want to print finance charges as separate invoices and only want them to appear on customer statements, answer yes. Include Prev Chgs Select No to only assess finance charges on past due balances, exclusive of any previous finance charges. Check your states lawssome states require that you exclude prior finance charges from finance charge calculations. Minimum Charge Enter the minimum finance charge to assess. If the calculated finance charge is less than the amount entered here, the minimum charge you specify will apply. Customer Number Cust Misc Code Enter one or more characters here to calculate finance charges only for those customers whose customer codes and miscellaneous codes begin with those characters. GL Link Code This option only appears if you are linked to ACCPAC General Ledger.
3.18 Calculating Depreciation

Enter or accept the code that describes the group of ACCPAC General Ledger account affected by posting finance charges. When you reach the bottom of the screen, and choose Post to confirm that you want to post, the program performs the calculations. To cancel an unpaid finance charge, enter an offsetting negative cash receipt. See Entering Cash Receipts on page 515 for instructions. Finance charges must be paid or offset individually. In other words, paying or offsetting the invoice from which the charge was derived does not automatically clear the finance charge as well.

Make sure that Calculate Depreciation is always the last procedure you perform before closing the month. When you want to calculate depreciation (for example, at the end of each month), choose Calculate Depreciation from the Maintain menu. You see an option grid with the following selections. Depreciate Thru Enter the month through which to calculate depreciation. Depreciate Thru Enter the year through which to calculate depreciation. Depreciate Meth Select Both to calculate both tax and book depreciation. First to calculate only tax depreciation. Second to calculate only book depreciation.
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Master Item Enter one ID number to calculate depreciation for a specific master item. Enter one or more numbers/characters to calculate depreciation for items with a master ID that begins with those numbers/characters. Leave the field blank to calculate depreciation for all master items. Asset Item Enter one ID number to calculate depreciation for a specific asset item. Enter one ore more numbers/characters to calculate depreciation for asset items with an ID that begins with those numbers/characters. Leave the field blank to calculate depreciation for all groups. Group ID Enter one ID number to calculate depreciation for a specific group. Enter one ore more numbers/characters to calculate depreciation for groups with an ID that begins with those numbers/characters. Leave the field blank to calculate depreciation for all groups. Update Records Select Yes to update inventory records after the depreciation has been calculated. No if you do not want to update the records. From Purchase Dte: Select Yes to calculate depreciation beginning from the purchase date. No to calculate depreciation beginning from the first month of the current year.
Select Yes only if this is the first time you have run the Calculate Depreciation procedure since adding all of your asset items.
Display Results Select Yes to display the results on screen. No if you dont want to see the results displayed on screen.

Update GL (This option only appears if you are linked to GL.) Select Yes to post the depreciation to the appropriate General Ledger accounts. No if you do not want to post depreciation amounts. When you choose to Update GL, RCMS only posts the depreciation to the correct general ledger accounts, you still have to choose Release to General Ledger from the Transaction menu to update the General Ledger program. When you move past the last field, choose from the following options: Choose Proceed to continue with the process. Edit to change your entries on the option grid. Cancel to cancel and return to the Main Menu. When you choose Proceed, the program scans the file for records that meet the criteria you entered. Then you see this prompt: Found [xxx] records to process. Calculate depreciations? (where [xxx] is the number of record found). Choose Proceed to calculate depreciation. Cancel to cancel the calculation. When you choose Proceed, the process begins. The program displays each item for which depreciation is being calculated at the bottom of the screen. When the process is done and if you answered yes to Display Results, the details display on screen so you can check the calculations before you post the depreciation to each record if you answered yes to the Update Records option. If you chose to display the results, all of the information does not display on the screen at one time. Press <Tab> to see other columns on the right.
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The following figures show all the columns in the depreciation display, divided into three groups.
Figure 1-94
Figure 1-95
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Figure 1-96
Press <Esc> to exit the display. You see this prompt: Save results to a disk file? Choose Yes to save the depreciation values to a disk file. No if you do not want to save the values to a disk file. Then you see this prompt: Continue viewing results? Choose View
Update
Exit/Cancel
to display the results again. to post the calculations to each record. This option only appears if you answered yes to Update Records on the option grid. to return to the Main Menu.
3.19 In Service Status
After updating depreciation, be sure to release the postings that were just generated to General Ledger before you close the month.
With the inventory availability option you may place equipment in an In-Service (not available for rent due to the need for service) status upon an assets return from rental, rather than immediately marking the equipment as available. Equipment designated as in-service remains in that status until you return it to your inventory. This is useful if your equipment requires an unspecified length of time to be repaired, re-configured, tested, cleaned, or prepared before it can be rented again.
Transferring Inventory To/From In Service
To change the availability status of an asset item or an asset package, choose Transfer Inventory To/From In-Service from the Transaction menu. Of the following options, choose the one you wish to utilize: Transfer Asset Items To In Service, Transfer Asset Packages To In Service, Transfer Asset Items From In Service, or Transfer Asset Packages From In Service.
Transfer Asset Items To In Service
To transfer any asset items with a current availability status of in-stock to in-service, select the Transfer Asset Items To In Service option. You will see the following search options: Search, Manual and Search, Barcode. Select Search, Manual to search for asset items manually in the Asset Item dialog box. Search, Barcode to scan the barcode of the item you wish to select.
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You may only select asset items that have a current availability status of in-stock. After the asset item has been selected, select Reset. You will see the following prompt: Change status from In stock to In service? Choose Proceed to change the availability of the selected asset item. Cancel to return to the search screen. The browse screen in the Asset Item dialog box immediately reflects an availability status change from in-stock to in-service by only listing the remaining asset items with an availability status of in-stock. You can continue to change asset items from in-stock to in-service until there are no more asset items with an availability status of in-stock. Transfer Asset Packages To In Service To transfer any asset packages with a current availability status of instock to in-service, select the Transfer Asset Packages To In Service option. You will see the following search options: Search, Manual and Search, Barcode. Select Search, Manual to search for asset packages manually in the Asset Package dialog box. Search, Barcode to scan the barcode of the package you wish to select. You may only select asset packages that have a current availability status of in-stock. After the asset package has been selected, select Reset. You will see the following prompt: Change status from In stock to In service?

Choose Proceed to change the availability of the selected asset package. Cancel to return to the search screen. The browse screen in the Asset Package dialog box immediately reflects an availability status change from in-stock to in-service by only listing the remaining asset packages with an availability status of in-stock. You can continue to change asset packages from in-stock to in-service until there are no more asset packages with an availability status of instock. Transfer Asset Items From In Service To transfer any asset items with a current availability status of in-service to in-stock, select the Transfer Asset Items From In Service option. You will see the following search options: Search, Manual and Search, Barcode. Select Search, Manual to search for asset items manually in the Asset Item dialog box. Search, Barcode to scan the barcode of the item you wish to select. You may only select asset items that have a current availability status of in-service. After the asset item has been selected, select Reset. You will see the following prompt: Change status from In service to In stock? Choose Proceed to change the availability of the selected asset item. Cancel to return to the previous screen.
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The browse screen in the Asset Item dialog box immediately reflects an availability status change from in-service to in-stock by only listing the remaining asset items with an availability status of in-service. You can continue to change asset items from in-service to in-stock until there are no more asset items with an availability status of in-service. Transfer Asset Packages From In Service To transfer any asset packages with a current availability status of inservice to in-stock, select the Transfer Asset Packages From In Service option. You will see the following search options: Search, Manual and Search, Barcode. Select Search, Manual to search for asset packages manually in the Asset Package dialog box. Search, Barcode to scan the barcode of the item you wish to select. You may only select asset Packages that have a current availability status of in-service. After the asset item has been selected, select Reset. You will see the following prompt: Change status from In service to In stock? Choose Proceed to change the availability of the selected asset item. Cancel to return to the previous screen. The browse screen in the Asset Package dialog box immediately reflects an availability status change from in-service to in-stock by only listing the remaining asset items with an availability status of in-service. You can continue to change asset packages from in-service to in-stock until there are no more asset items with an availability status of in-service.
3.20 Printing Contracts and Quotes

When you create a contract or quote, you have the opportunity to print it at that time. If you chose not to print it then, or just want to print another copy, use this option. Choose Contracts and Quotes from the Print menu. You see an option grid with the following choices: Print Select
Unprinted All
to print only contracts and quotes that have been entered since the last time this option was used. to print all contracts of the type you specify in the next option.
Contract Type Select All Rental Sale Lease
to print all types of contracts. to print only rental contracts. to print only sale contracts. to print only lease contracts.
Contract Level Select All Contract Reservation Quote
to print all levels of contracts. to print only contracts. to print only reservations. to print only quotes.
Contract Status Select All to print all contracts. Active to print only active contracts. Returned to only print contracts for equipment that has been returned. Voided to print only voided contracts.
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Contract Number Enter contract numbers into either or both fields to print contracts with contract numbers within that range. Contract Dates Enter dates in either or both fields to print contracts with effective dates within that range. Leave the fields blank to print contracts for all dates. Enter the same date in both fields to print contracts for one date. Customer Number Enter one or more characters to print contracts only for customers whose customer numbers begin with those characters. Leave the field blank to print contracts for all customers. Enter one customers number to print only that customers contracts. When you complete the option grid, choose from these options: Choose Proceed to print the contracts. Edit to change your entries. Cancel to cancel without printing. Once you confirm that you are ready to proceed, you see a dialog box with this prompt: Found [xxx] records to print. Ready to print? ([xxx] represents the number of record found.] Choose Print to print the contracts.
Cancel to cancel without printing.
When you choose to print, you see this prompt: Print detail prices for sales items on forms?
3.21 Printing Invoices and Statements

This prompt only appears if the option to Suppress package detail on invoice is set to No on the Printer Settings screen (choose Change Setup Information from the System menu, then choose Printing from the submenu that displays). See Adding Company Set-up Information on page 71. Choose Yes to print prices for each line item on a contract. No to only print prices for each system on a contract. If you have Laser Forms installed, you see an option grid with these choices: Print Internal Select Yes to print an in-house copy as well as the customer copy. No to only print a customer copy. You can only print an internal copy if your user ID has been granted that privilege through System Manager. See the System Manager Appendix for more information. Print Pick List: Select Yes to print and inventory list for the order. No if you do not require an inventory list. Number of Copies Enter the number of copies of each contract you want to print. When you fill in the last option, choose Proceed and when asked, confirm that you are ready to print the forms.

The program prints invoice on standard preprinted 8 x 11 inch forms. These forms are available from RapidForms, Inc. (800/257-8354) and
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from John Harland Co. (800/241-2293). Any comment that is attached to the invoice prints at the bottom of the last page. When you print invoices and statements, the program will set your printer to 12 characters per inch, if it is not already. If you select a printer that does not have a 12 CPI mode defined, you see a warning message advising you to choose a different printer. For information on setting up printers, see the System Manager Appendix.
Printing Invoices
When you want to print invoices, choose Invoices or Credit Memos from the Print menu. You see the following prompt: Print Invoices Choose Batch
Individual Summary Quit
to print a batch of invoices. to print invoices one-by-one as you enter their numbers. to print summary information. to quit without printing.
Printing Batch Invoices
When you choose to print batch invoices, you see a grid with these options: Print Only Select New and changed to print invoices created or changed since the last time you printed. All to print all open invoices in the current period.

Include Only Select All Invoices CMs Finance charges
to print all types of invoices. to print only invoices. to print only credit memos. to print only invoices for finance charges.
Begin Invoice # Ending Invoice # Enter invoice numbers into either or both of these fields to print invoices with numbers within that range. Customer Number Enter one or more characters to print forms only for customers whose customer codes begin with the characters you enter. Print $0.00 lines By selecting No, lines containing a dollar amount of $0.00 will be omitted from invoices when they print. Sorting Options Two sort options are available on the Print Invoice Forms Option Grid which allow invoices to be printed by Invoice No., Customer No., PO No., or Contract No. This is useful if you have clients with many contracts generating large numbers of invoices. For example, you may want to choose the first sort order by Customer No. and the second sort order by PO No. In this example, invoices may be mailed to each customer by customers Purchase Order No. Sort 1 Sort 2 Select the sort option to be applied to each sort level. You may toggle between options with the spacebar. When you complete the option grid and move beyond the last field, you are given the following options:
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Choose Print to print invoices.
View to view the invoices to be printed. Edit to edit your entries. Cancel to quit without printing.
When you choose Print, you see the Print Setup Option Grid. Enter the number of copies to be printed, and whether or not a packing slip is required. When you move beyond the last field, you see the following prompt: Ready to print Invoice/Credit Memo Forms? When you are ready to print, select Yes. Printing Individual Invoices When you choose to print invoices individually, you see a grid with these options: File Select
Current to print only invoices from the current period. History to include invoices from prior periods.
Print $0.00 lines By selecting No, lines containing a dollar amount of $0.00 will be omitted from invoices when they print. When you complete both fields, you see these options at the top of the screen. Choose Print to print invoices.
View to view invoices to be printed. Edit to edit your entries. Cancel to quit without printing.
When you choose Print, you see the Print Setup Option Grid. Enter the number of copies to be printed, and whether or not a packing slip is required.

When you move beyond the last field, you see the following prompt: Enter Invoice Number, <F2> to list, blank to quit: Select the invoice you want to print, or leave the field blank to quit printing. When you are ready to continue, press <Enter>. Printing Summary Statements When you choose to print a summary of invoices, you see a grid with the following options: Number of Copies Enter the number of copies you want printed of the invoice summary. Invoice Month Enter a month and year to print invoices entered during that month. Cust Misc Code Customer Number Enter one or more characters to print statements only for those customers whose miscellaneous codes and customer codes begin with those characters. Description Select Contract ID to include the contract ID to the printed invoice summary. PO number to include the purchase order number to the printed invoice summary. Both to include both identifiers. Credit Memos Choose Yes to include Credit Memos in the invoice summary. Order By Select Customer number to print statements in order of customer code. Zip code to print statements in order by zip code.
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Sort By Once you have ordered the summary statements, you can sort multiple listing for a customer number or zip code. Select Contract number to sort by contract number. Invoice number to sort by invoice number. Date to sort by invoice date. When you complete all fields, you see these options at the top of the screen. Choose Print to print invoices.
View to view invoices to be printed. Edit to edit your entries. Cancel to quit without printing.
Printing Statements
Once a month, or more often if you wish, you can print customer statements. For customers with open-item type accounts, statements list all open invoices and credits to their account. For customers with balance forward accounts, they summarize all open items in a line at the top of the statement marked Balance Forward. The program prints statements for customers who have open credits but no open invoices. Choose Customer Statements from the Print menu. You see an option grid with one selection: Print Forms Select Batch Individual Quit
to print a group of statements. to print a single statement. to return to the Main Menu.
The rest of the grid is filled in according to your response. Number of Copies Enter the number of copies of each statement you wish to print.

Show Last Payment Select Yes to print the customers last payment on the line underneath the bill-to address. Age From Select Due date Invoice date
to calculate aging of each invoice from the date it was due. to calculate aging from the invoice date.
Account Type (Only appears for batch statements.) Select Balance forward to print statements only for customers with balance forward-type accounts. The customers balance appears as the first line on the statement. Open item to print statements only for customers with open item-type accounts. Each open item appears as a separate line on the statement. Min Days Past Due (Only appears for batch statements.) Enter a number to print statements only for those customers who have at least one open invoice due prior to the system date minus the number of days you enter. If you use this option, you should also select Invoice date for the Age From option, above. This option lets you choose which customers to print statements for, not which invoices print on each statement. Order By (Only appears for batch statements.) Select Customer number to print statements in order of customer code. Zip code to print statements in order by zip code. Cust Misc Code Customer Number Enter one or more characters to print statements only for those customers
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whose miscellaneous codes and customer codes begin with those characters. Include 0 Bals Select No to have the program exclude statements for those customers who have no outstanding balance. Answer Yes to print statements for all customers. When you reach the bottom of the first option grid, a second option grid appears. Your choices from the previous screen are shown at the bottom of this screen so that you can refer to them. 1st Period 2nd Period 3rd Period 4th Period Enter or accept the number of days to include in each period for receivables aging. Current Comment 1st Comment 2nd Comment 3rd Comment 4th Comment Enter a comment code in any of these fields to print that comment on all statements that have a balance due for that aging period. The comment for the oldest balance is the one that will be printed on the statement. If that balance has no comment code, then no comment will appear on the statement. For example, you might enter the codes for a series of increasingly forceful collection messages. Which one is printed on a statement depends on how old the customers oldest invoice is. When you have completed the option grid and confirm that you are ready to print, you see a dialog box with these choices:
3.22 Closing the Period or Year

Choose Print to print statements to the default printer. This is the printer named on the dialog box. View to view statements to be printed. Edit to edit your entries. Cancel to quit without printing.
Using ACCPAC Laser Forms
When you choose Print to send your invoices or statements to a printer, you must select a printer. ACCPAC Laser Forms lets you select a printer that is set up as a Laser Forms-compatible printers with the characters LFP. See the System Manager Appendix IX for information on setting up printers for ACCPAC Laser Forms.
3.22 Closing the Period or Year

There are several reasons to close the period or year for RCMS. During closing, you reset the period-to-date and year-to-date totals in the customer file. At the same time, the program also moves the current periods sales information into the appropriate slot in the customer and inventory history files so that those reports are up-to-date. See Changing Company Information on page 114. If you are linked to ACCPAC General Ledger, you should release information to General Ledger immediately before you close the period in RCMS.
Pre-closing Checklist
Do not close the period unless you have made a backup copy of all your data files (those files ending in .DBF and .FPT).
You should develop a pre-closing procedure checklist that is specific for your company. Here are some general guidelines to follow for period- or year-end closing:
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3.23 Using the Utilities Submenu

Enter System Manager and void any active sessions. See the System Manager Appendix for instructions. Release RCMS information to ACCPAC General Ledger if linked (see Chapter 5). Back up your data files! Any files with the extension .DBF or .FPT should be backed up immediately prior to closing the period or year. Keep the backups at least until the year-end closing. See the System Manager Appendix for instructions on backing up your files. Print any reports needed as of the closing date. For RCMS, the reports most commonly printed at period- or year-end close are the Cash Receipts Register, the Invoice Register, Inventory reports, etc. Check with your accountant to create a comprehensive list of reports that you should generate. Make sure your printer is connected and turned on so that the reports can print.
Closing the Period or Year
To close the current period or year, choose Close Period from the Transaction menu in System Manager. Choose the appropriate closing option from the submenu that appears. See the System Manager Appendix for complete instructions on closing the period or year.
3.23 Using the Utilities Submenu

The Utilities submenu on the Transaction menu contains several options that allow you to handle a variety of housekeeping tasks.
3.23 Using the Utilities Submenu Reset Inventory Qtys

If your system fails when files are being updated, discrepancies can occur in the Master Item File. Use this option to recalculate balances in the Master Item File against actual quantities rented, reserved, or available.
Reset Package IDs
This utility checks the items in the Asset Package File against the Asset Item File, reports any discrepancies, and corrects package IDs in the in the Asset Item File.
Archive Inactive Contracts
You may archive inactive contracts for a specified date range. This will move the contract records from the current table to the contract history table. The contracts will still be accessible although you will need to select Archive Contracts from the Options menu at the main contract screen.
Purge Obsolete Quotes and Orders
This option lets you clear the contract file of all quotes with a contract Begin Date that falls within the number of days specified in the Quote Hold Period field on the Change Setup Information, Contract screen. For example, lets say you entered 60 in the Quote Hold Period field. When you choose Purge Obsolete Quotes, the system will remove any quotes from the contract file where 60 days have passed since their contract Begin Date.
Purge Complete Work Orders Purge Remote Site Transfers Purge Cash Drawer Records
This options lets you clear the work order file of all work orders that have been marked as completed.
Completed remote transfers may be purged using this utility.
Completed cash drawer records may be purged using this utility.
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3.23 Using the Utilities Submenu Contract Status Discrepancies Resetting the Availability Status
Use this option to identify discrepancies between the status of items and packages compared to existing contracts.
This option allows you to transfer the availability of any asset items or asset packages from in-service to in-stock. Choose Reset Availability Status from the Utilities submenu. Select Asset Item
Asset Package
to change the availability status of an asset item. to change the availability status of an asset package.
Select the asset item or asset package you wish to reset the availability status for and select Reset from the Reset Asset Item Availability screen menu. With this utility you can only return an asset item or asset package to the availability status of in-stock. You cannot set the availability status as in-service. See In Service Status on page 535 for more information on changing the availability of items and packages.
Browse GL Link Files
If RCMS is linked to ACCPAC General Ledger, you can view the distribution file with the transactions that will post to ACCPAC General Ledger. Choose Browse GL Link File from the Utilities submenu. First you see a summary distribution list that displays on the total amount that will post to each General Ledger distribution account. When you finish viewing the list, press <Esc>. Afterward you see the detail distribution that lists the individual transactions that make up the totals. See Chapter 5 for a detailed discussion of linking.
3.24 Using the System Menu

The options on the System menu enable you to change a variety of basic information about RCMS, including all the information you entered when you first set up your company.
Selecting a Company
The Select Company option allows you to choose a different company to work with. When you choose this option, you see a list of all of the companies that are installed for RCMS. Select the new company you want to work with. If the application is installed for only one company, this option has no effect.
Changing Setup Information
Choose Change Setup Information from the System menu to change basic information about your company, including: Whether RCMS links to ACCPAC General Ledger and if it does, the GL Link Codes Whether the program prints the company name and address on forms Whether the program prints package details on invoices The next available invoice, contract, service order, and trip order number The next available asset package ID, master item, asset item, and bard code number Whether a leasing company is associated with the company The default rental factors
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The screens you see are the same as the ones you filled out when you initially established the company. For information about each of the fields, Adding Company Setup Information on page 71.
Changing the System Date
This option lets you temporarily change the date the program thinks of as today. For example, you might want to do this if: You want a different date for reports or invoices. Your computers clock isnt working. To change the date, choose Change System Date from the System menu. The program asks you for the new system date. This date remains in effect until the computer clock is greater than the date you entered, or until you use this option again.
Changing Users
With this option, you can log in under a different user ID without having to exit the program. For example, this allows a supervisor with a higher level access privilege to perform a restricted task to help a clerk. Choose Login from the System menu. A dialog box appears for you to enter the new user ID and its password. If you enter blanks you will be returned to the program without any change taking place.
Logging Out
This option allows you to log out of the system without quitting entirely. This can be useful if you want to disable the system while leaving your desk for a time. The program will not be operable until someone enters a valid user ID and password. Choose Logout from the System menu. You see this message: Logout from user [current user ID]?

Choose Yes to log out. No to cancel the logout and return to the program. When you answer yes, the program clears out the current user and displays a dialog box to accept a new login ID. If you enter blanks for the new user, you see this question: Quit to Windows? Choose Resume to return to the dialog box to enter a user ID. Quit to quit the program.
Changing Your Password
Use this option to change your password. Choose Change Password from the System menu. You are asked to enter your old password and then the new one, and then to confirm the new one by typing it a second time.
Using the Error Manager
The Error Manager option enables you to identify and research system errors by providing a variety of diagnostic tools. These tools include memory usage and program status reports, audit and error logs, and access to FoxPro debug utilities. This option is only available to administrator-level users. Refer to Using the Error Manager on page 230 in your System Manager manual for more information about using the error manager.
Viewing Technical Information
This option displays four screens that display a variety of information about your system installation and workstation setup. You cannot change any of the information here, but these screens are useful for obtaining detailed information about the hardware that comprises your working environment.
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3.25 Using the Message Center

If you call technical support, you may be asked to refer to these screens and convey the information they contain. This information may help the technician more quickly identify problems related to unusual system configurations. Choose Forward to move to the next configuration screen. Back to move to the previous configuration screen. Print to print the current screen. Files to view the system CONFIG.SYS, CONFIG.FP or AUTOEXEC.BAT files. Exit to return to the Main Menu.
3.25 Using the Message Center

The Message Center option on the File allows you to send messages to other users, as well as read messages that have been sent to you. The message center also includes an optional message reminder. If another user has sent you a message, you can choose to see a reminder window for any unread messages every time you return to the Main Menu in RCMS or in any ACCPAC application. In addition, if you have a modem installed at your workstation, the message center phone dialer can automatically dial the phone number when you want to respond to a displayed message. For complete instructions on using the message center, see Using the Message Center on page 221 in System Manager.
3.26 Leaving the Program

You can leave RCMS and go to an ACCPAC application, go to a nonACCPAC program, or return to the operating system. If you are an ad-

ministrator-level user, you can also shell out of RCMS temporarily to access FoxPro.
Transferring to Other Pro Series Applications
You can leave RCMS and work with installed Professional Series programs. When a Professional Series application is installed in System Manager, it appears as a menu choice on the Open sub-menu of the File menu. Or you may select the application using the Application drop down list from the main toolbar. 1. Choose the application you want to use from the Open menu. If there is more than one company for that application, the Select Company box appears. Choose the company you want to work with.
2.
You see the Main Menu for that company and application.
Transferring to Other Applications
When you define your installation in System Manager, you can add custom options that enable you to access other non-ACCPAC applications on your system. Custom options can also be assigned for a user. See the System Manager Appendix for more information about adding custom options. Custom options appear on the Main Menu.
Accessing FoxPro
(Only available for administrator-level users.) In System Manager, use the FoxPro Access option on the File menu, to temporarily leave RCMS and return to FoxPro. You can then perform tasks such as viewing database file directly or customize report forms. A short-cut to this menu option is <Ctrl>-<F9> (if the debug utility function keys are activated using the error manager). To return to RCMS, press <Esc> at the database manager prompt. You will be prompted to log in.
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Do not use this feature to enter records directly. If you do, you will bypass the normal error-checking routines built into the programs. This can cause you serious problems later on.
Exiting to Windows To return to Windows, choose Exit from the File menu. When you arrive
at System Manager, again choose Exit from the File menu. You are asked to confirm that you want to exit, choose Quit. You are automatically logged out and return to the Microsoft Windows Desktop.
Getting Information from the Program

4.1 4.2 4.3 4.4 4.5 4.6 4.7 4.8 4.9 Customer Inquiries Vendor Inquiries Inventory Inquiries The Print Menu Transaction Reports Inventory Master Reports Inventory Asset Reports Subrent Inventory Reports Resale Inventory Reports
4.10 General Inventory Reports 4.11 File Listings 4.12 Work Orders 4.13 The Business Status Report 4.14 Property Tax Report 4.15 Labels 4.16 Bar Code Labels 4.17 Mail Merge
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4.1 Customer Inquiries

RCMS lets you display or print a variety of customer information while you view customer records. 1. 2. 3. Choose Customers from the Maintain menu. Use the Customer search dialog box to select a customer. When the customers record displays on the screen, choose Inquiry from the options at the top of the screen.
The Inquiry menu has four options: History, Payments, Receivables, and Invoices. When you choose any option except History, you see additional options and Settings that let you define the scope of each inquiry. There are radio buttons that allow you to choose how you want to view the information:
Display
Print
to display the inquiry results on screen. If all of the columns dont display on one screen, press <Tab> to move to the other columns. to send the result of the inquiry to the printer.
This section discusses each type of customer inquiry. If inconsistencies develop in the customer, inventory, vendor, or transaction balances, reconcile them by recalculating the balances in System Manager. For example, if customer balances do not match the amount of open invoices, recalculate to reconcile them. See the System Manager Appendix for more information.
4.1 Customer Inquiries History

Choose History to see a summary of this customers sales activity over the past 24 periods.
Figure 1-1
Choose Forward to see sales history for the next customer. Back to see sales for the previous customer. Print to print the sales history. Exit to exit the screen.
Payments
This inquiry shows cash receipts, along with the invoice each receipt was applied to. The receipts are sorted by invoice number, with open credits shown as invoice number _RECEIPT. Choose Payments from the Inquiry menu. Click the radio buttons to switch between the following Settings. Select
Current History
to see payments from the current period. to include payments from prior periods.
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If you chose to display the information, press <Esc> to return to the Customer File Maintenance Screen.
Receivables
This inquiry shows information about open invoices. You can also use it to see a ledger card for the customer. Choose Receivables from the Inquiry menu. Click the radio buttons to switch between the following Settings. Select Open receivables
Ledger
to see a list of open receivables and open credits for that customer. to see a customer ledger with charges, payments, and a running balance.
If you chose to display the information, press <Esc> to return to the Customer File Maintenance screen.
Invoices
This inquiry shows information about invoices created for the customer, sorted in invoice number order. Choose Invoices from the Inquiry menu. Select
Current History Detail Summary All
to see invoices created in the current period. to see invoices created during prior periods to see individual line items on each invoice. to see only totals for each invoice.
Select
Select
to see all invoices, credit memos, and finance charges for this customer. Invoices to see only invoices. CMs to see only credit memos. Finance chgs to see only invoices automatically created for finance charges.
4.2 Vendor Inquiries
4.2 Vendor Inquiries

Vendor inquiries let you display or print information about vendors while you view their records. This section discusses each type of vendor inquiry. 1. 2. 3. Choose Vendors from the Maintain menu. Select a vendor record. Choose Inquiry from the options at the top of the screen.
The Inquiry menu has five options: History, Payables, Checks & Payments, Orders, and Receipts. When you choose any option except History or Payables, different Settings become available that allow you to define the scope of each inquiry. After you select the inquiry Settings, choose how you want to view the information: Choose Display
Print
to display the result on the screen. to send the result of the inquiry to the printer.
History
Choose History to see a summary of your purchase activity with this vendor for the past 24 periods. Choose Forward to see your companys purchase history with the next vendor. Back to see purchases from the previous vendor. Print to print the purchase history. Exit to return to the Vendor File Maintenance screen.
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4.2 Vendor Inquiries Payables

This inquiry shows information about the vendors invoices. You see the vendors invoice number, the receipt date, the due date, the payment priority, the purchase amount, the amount paid, and the open amount. This information is not available unless you are using ACCPAC Accounts Payable. Choose Payables from the Inquiry menu.
Checks & Payments This inquiry shows checks and payments issued from ACCPAC Accounts Payable. You see the vendors part number, the purchase date, the due date, the payment priority, the purchase amount, the amount paid, and the open amount. This information is not available unless you are using ACCPAC Accounts Payable. Choose Checks & Payments from the Inquiry menu. Select
Current History Active Void
to see items from the current period. to see items from before the last period close. to see a list of active checks. to see only voided checks.
Orders
This inquiry displays a vendors open purchase orders. This information is not available unless you are using ACCPAC Purchase Orders. The detailed inquiry provides the vendor PO number, the inventory item number, the vendor part number, the quantity ordered, the quantity received, and the open amount. The summary inquiry shows the vendor PO number, the PO date, the buyer code, the dollar amount received, and the dollar amount open. It also shows any remarks attached to the PO.
4.3 Inventory Inquiries

Returns display with R in front of the PO number. Bids display with B in front of the check number. Choose Orders from the Inquiry submenu. Select
Detail Summary
to see individual line items for each order. to see each orders received total and open balance.
Receipts
This inquiry shows information about received items, which is not available unless you are using ACCPAC Purchase Orders. The inquiry shows the PO number, inventory item number, vendor part number, quantity received, unit cost, and extended cost. Choose Receipts from the Inquiry menu. Select
Current History
to see receipts from the current period. to see receipts from previous periods.

RCMS lets you perform three types of inventory inquiries: Master Item, Asset Item, and Package. This section discusses each type.
Master Items
Master item inquiries let you see an items availability, contract details and invoice details. 1. 2. Choose Master Items from the Maintain menu. Select the master item for which you want to make an inquiry. Choose Inquiry from the menu bar.
3.
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The Inquiry submenu has three options: Available, Contract Detail, and Invoice Detail. Each option is described below. Available This inquiry will give you the option to show the availability of the selected item and other master items within the same master, group, or substitution group. Select a master item, then choose Available from the Inquiry submenu. Press <Enter> to confirm that you want to check the availability of the selected item. When the Availability for Date Range dialog box appears, enter the beginning and ending dates and times of your availability search. Also designate the end date as being firm or not. When you choose to Save your entries, you see the following prompt: Include items that are In Service. Choose Yes to include master items designated as in-service to be included in the search. No to exclude in-service items from the search. Next, you see this prompt: Display availability for Master ID, Group, or Substitution groups? Select
Master Group Substitution
Cancel
to display the availability report for master item selected. to display the availability report for all groups containing the selected master item. to display the availability report for all substitution groups associated with the selected master item. to cancel the availability search and return to Master Item File Maintenance screen.

Contract Details This inquiry shows contract details for the selected item. Select a master item, then choose Contract Detail from the Inquiry submenu.
Figure 1-2
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Invoice Detail This inquiry lets you see invoice details for the selected item. Select a master item, then choose Invoice Detail from the Inquiry submenu. You see this report:
Figure 1-3
All the information does not fit on one screen. Press <Tab> to scroll to the right and see the other columns.
Asset Items
You can perform an asset item inquiry to see contract or invoice details for any asset item. 1. 2. Choose Asset Items from the Maintain menu. When the Search menu displays on the Asset Item File Maintenance screen, choose Search, Manual.

3. When the Asset Item search dialog box displays, enter the ID of the item you want to work with or press <F2> to select from a list of items. When the items record displays on the screen, choose Inquiry from the menu bar.
4.
Current Contract/ Reservation Activity
Choose Contract/Reservation list from the Inquiry submenu. You see a report similar to this:
Figure 1-4
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Contract History Detail Choose Contract History from the Inquiry submenu. You see a report similar to this:
Figure 1-5
Press <Tab> to scroll to the right and see the other columns.

Invoice Detail Choose Invoice Detail from the Inquiry submenu. You see a report similar to this:
Figure 1-6
Transfer History
If you are using multiple companies within RCMS and transfer any equipment between the companies a history of the transfer orders may be viewed here.
Asset Packages
The asset package inquiry lets you see contract details that provide a history of where the package has been. Choose Packages from the Maintain menu. Next, select Asset Packages from the Packages submenu. When the Asset Package File Maintenance screen displays, select a package. When the package record you want to work with displays, choose Inquiry from the options at the top of the screen.
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Asset Package Availability Choose Asset Package availability from the Inquiry submenu. When the Availability for Date Range dialog box appears, enter the beginning and ending dates and times of your availability search. Also designate the end date as being firm or not. When you choose to Save your entries, you see the following prompt: Include packages that are In Service. Choose Yes to include master items designated as in-service to be included in the search. No to exclude in-service items from the search. Next you see the following prompt: Display packages with Master ID, Group, or Substitution groups? Select
Master Group Substitution
Cancel
to display the availability report for the asset package selected. to display the availability report for all groups containing the selected asset package. to display the availability report for all substitution groups associated with the selected asset package. to cancel the availability search and return to Master Item File Maintenance screen.

You see a report similar to this:
Figure 1-7
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Current Contract/ Reservation Activity Choose Contract/Reservation list from the Inquiry submenu. You see a report similar to this:
Figure 1-8

Contract History Detail Choose Contract History from the Inquiry submenu. You see a report similar to this:
Figure 1-9
Press <Tab> to scroll to the right and see the other columns.
Master Packages
The master package inquiry shows quote details for your master packages. Choose Packages from the Maintain menu. Next, select Master Packages from the Packages submenu. When the Master Package File Maintenance screen displays, select a package. When the master package record displays, choose Inquiry from the options at the top of the screen. From the Inquiry sub-menu, select the inquiry option you wish to use. The process for each option is similar to that of Asset Package inquiries.
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4.4 The Print Menu
4.4 The Print Menu

See Chapter 3 for complete instructions on using the first three options on the Print menu: Contracts & Quotes, Invoices or Credit Memos, and Customer Statements. The Print menu provides you with several ways to view the information you have recorded with RCMS, and you can sort and group most reports according to your needs. Section 1.3 contains a picture of the Print menu. When you select the report you want to view from the Print menu or one of its submenus, you see the option grid for that report with the choices you can make about which items to include in the report and how to sort it. The Print menu has several submenus. See Transaction Reports on page 581, Inventory Master Reports on page 599, Inventory Asset Reports on page 615, General Inventory Reports on page 641, File Listings on page 645, Work Orders on page 653, andLabels on page 672. When you reach the bottom of the grid, you see the following menu choices at the top of the screen: Choose Generate
Preview Print Reenter Modify Exit
to create the report. to see the report on screen. to send the report or label to a printer or a file. to change your selections on the option grid. to change the report format. to quit without producing the report or label.
To access the Preview, Print, and Modify options you must first Generate the report.
4.5 Transaction Reports

To escape most printing routines, press <Esc>. The program closes all data files to protect them from damage before returning you to your previous location.
Displaying Reports
Once the report has been created, select Preview to view the report before it is printed. You see the following prompt: Select Preview Mode: Choose Native
Acrobat Cancel
to preview the report with RCMSs default viewer. to preview the report with Adobe Acrobat to return to the menu without viewing the report.
If all of the information does not fit on one screen when you display a report on the screen, use the horizontal and vertical scroll bars to move through the report.
Modifying Reports
Although there is a standard default format for each report, you may create another format for a report. To create a custom format, select Modify from the menu.
Printing Reports, Invoices, and Labels
When you choose to print a report, invoice, or label, you must select the print destination. Choose Setup from the listed options, then select the desired printer from those listed.

This section describes the Transaction Reports submenu, which provides you with several ways to view RCMS transactions. Choose Transaction Reports from the Print menu.
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4.5 Transaction Reports Invoice Register

This report lists information about all invoices, including those that are open, paid, and cancelled.
Figure 1-10
Press the spacebar to toggle between the choices for each option. Level of Detail Select Summary Detail
to see only totals for each invoice. to see information about individual line items on each invoice.
File to Use Select Current to see invoices entered in the current period. History to see invoices entered in prior periods. Both to see all invoices. Date Range Enter a date in either or both fields to see only invoices entered during that span of time.

Invoice # Range Enter a number in either or both fields to see only invoices with numbers within that range. Include Only Select Active Voided Both
to see only active invoices. to see only voided invoices. to see both active and voided invoices.
Customer Number Enter one or more characters to see invoices for customers whose customer code starts with those characters. Customer Type If you have defined customer types in Customer File Maintenance you can filter for those records here. Asset Item Number Enter a portion or a full Asset Item number to filter the report to include these asset items. Master Item Number Enter a portion or a full Master Item number to filter the report for these Master Items. Inventory Class (Only appears for a detail report.) Enter one or more characters to see invoices that include a line item asset item number, master item number, or inventory class beginning with those characters. Report Type Choose Standard or Custom report type Profit Segment If you have Profit Segments turned on in system preferences you may filter for Profit Segments by entering the segment value.
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Figure 1-11
Cash Receipts Register
This report lists information about your cash receipts. Level of Detail Select Summary Detail
to see receipts posted by reference and customer number. to see cash receipts posted by invoice, customer, reference, and batch number.
File to Use Select Current to see receipts from the current period. History to only see receipts entered in prior periods. Both to see all receipts. Date Range Enter a date in either or both fields to see cash receipts entered within that range. To produce a deposit slip report for a particular date, enter the same date in both fields.

Order By Select Date paid Reference Tax Dist
to sort the receipts by date. to sort receipts by reference information. to sort receipts by tax district.
Include Only Select Non-AR to see only non-customer cash receipts. AR to see only cash receipts from customers. Both to see all cash receipts. Customer Number Enter one or more characters to see receipts from customers whose ID begins with those characters. Customer Type If you have defined customer types in Customer File Maintenance you can filter for those records here.
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The report looks similar to the one shown in the following figure.
Figure 1-12
Cash Receipts Log
This report lists all transactions for a particular workstation if the Point of Sale feature is turned on in System Manager. Level of Detail Select Summary Detail
to see receipts posted by reference and customer number. to see cash receipts posted by invoice, customer, reference, and batch number.
File to Use Select Current to see receipts from the current period. History to only see receipts entered in prior periods. Both to see all receipts.

Receipt Date Enter a date in either or both fields to see cash receipts entered within that range. Cash Drawer Enter the ID associated with a particular cash drawer to view receipts for that drawer only.
Customer Ledger
This report give you a detailed list of accounts receivable transactions, arranged like a ledger card, for the customers you specify. Ledgers for Select All customers to see ledgers for all customers or a customer group. Individual to see one customer ledger. If you choose Individual, when you move past the last field the program prompts you for a customer. You can specify a customer by customer ID, phone number, or company name. If you do not remember any of this information, press <F2> to select from a list of all customers. Customer Number (Only appears if you choose to see the report for all customers.) Enter one or more characters to see records for those customers whose customer numbers begin with those characters. Leave the field blank to see ledgers for all customers. Include Only (Only appears if you choose to see the report for all customers.) Select Open Balance to see ledgers only for customers with open balances. All customers to see ledgers for all customers. Cust Misc Code (Only appears if you choose to see the report for all customers.) Enter one
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or more characters to see ledgers for customers whose miscellaneous codes start with those characters. Contract Number (Only appears if you choose to see the report for an individual customer.) Order By Select Invoice date to sort transactions by invoice date. Contract number to sort transactions by customer number. Customer Type If you have defined customer types in Customer File Maintenance you can filter for those records here. When you choose several customer ledgers, the first ledger appears. Choose Next Cust to see the next customers ledger.
When a customers ledger takes up more than one screen, two more menu options display. Choose Forward to move to the next screen. Back to move to the previous screen. Locate to view transactions beginning with a transaction date that you specify. Exit to return to the RCMS Main Menu.
Open Receivables Aging
This report lists all customers with open invoices or unapplied open credits. The report groups open items in aging categories, which you specify. You can use the totals at the end of this report to reconcile your accounts receivable.

Age From Select Due date
Invoice date
to age items from the due date; e.g., 30 Days Net Due means past due 30 days after the invoice date. to age items from their invoice date, regardless of the terms. (Open credits are always aged from the date of their receipt.)
Order By Select Customer Salesperson Type Name
to sort the items by customer ID. to sort them by salesperson code. to sort the items by customer type. to sort by customer name.
Customer Number Enter one or more characters to see receivables for customers with IDs that start with those characters. Link Code Enter one or more characters to see receivables for general ledger linking codes that start with those characters. Salesperson Enter one or more characters to see receivables for salespersons whose user IDs start with those characters. Customer Type If you have defined customer types in Customer File Maintenance you can filter for those records here. 1st Period 2nd Period 3rd Period 4th Period Enter the numbers of days by which to group the aged accounts. You can accept the default aging periods, which are 30, 60, 90, and 120 days; or
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you can enter your own cutoff points in increasing order from top to bottom.
Sales Tax Tax by District
This report lists the sales tax charged to each defined tax district. Level of Detail Select Summary Detail
to see a tax summary sorted by tax district. to see line items on which tax was charged, sorted by date within each tax district.
File to Use Select Current to see only tax charged in the current period. History to see only tax charged in prior periods. Both to see tax charged in both. Invoice Date Enter dates in either or both fields to see tax information only for invoices entered during that range of dates. Tax District Enter one or more characters to see tax information for customers whose tax districts begin with those characters. Customer Number Enter one or more characters to see tax information only for customers whose customer codes start with those characters. Master Item Enter one or more characters to see tax information for invoices with line item Master Item IDs beginning with those characters. Taxable Status Select All Taxable Nontaxable
to see all taxable items. to see only taxable items. to see only non-taxable items.

By Tax Entity Choose Yes to display information for each tax district. No to display summary information for each tax district.
Contracts
This report lists details for rental, sale, or lease contracts according to criteria, that you specify. Level of Detail Select Summary Detail
to see summary information for each contract. to see line items for each contract.
Contract Type Select Rental to see rental contracts. Sale to see sale contracts. Lease to see lease contracts. Contract Level Select All
to see all levels of contracts for the contract type you specified. Contract to see only contracts. Reservation to see only contract reservations. Order to see only orders. Active Quote to see only active quotes. Converted Quote to see only converted quotes.
Status - Revision Select All Active Returned Voided Select Current Original
to see contracts with any status. to see only active contracts. to see only return contracts. to see only voided contracts. to see contracts current status. to see original contracts.
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Contract ID Enter a contract number or a portion to filter report for a specific contract. Cust # Enter characters to include only contracts for customers whose customer numbers begin with those characters. Salesperson Enter characters to include only contracts for salespersons whose user IDs begin with those characters. Start Date Enter dates in either or both fields to include only contracts with start dates that fall within that range. Due Back Date Enter dates in either or both fields to see the report for contracts with due back dates within that range. Delivery Area Enter characters to include only contracts for delivery areas that begin with those characters. Order By Select Customer Contract Delivery Area Contract ID
to sort the report by customer number. to sort the report by contract number. to sort the report by delivery area to sort the report by contract ID.
Sub Total Choose whether to Sub Total by order.
Spiffs/Commissions This report shows details for invoices on which commission has been
earned.

Level of Detail Select Summary Detail
to see a summary of commissions earned. to see individual line items on which commission has been earned.
File to Use Select Current to see commissions earned on invoices entered during the current period. History to see only commission earned in prior periods. Both to see commission earned in both current and prior periods. Invoice Date Enter dates in either or both fields to see commissions earned only on invoices entered during that range. Salesperson Enter salesperson user IDs in either or both fields to only see commissions for salespersons with IDs within that range. To see the report for one salesperson, enter their ID in both fields. Customer Type If you have defined customer types in Customer File Maintenance you can filter for those records here.
PO Expiration
This report lists the purchase orders and expiration dates of sub rental purchase orders PO Exp. Date Enter dates in either or both fields to see purchase orders that expire within that range.
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Order By Select PO Exp. Date PO Number Customer Contract
to sort the report by expiration date. to sort the report by purchase order number. to sort the report by customer. to sort the report by contract ID.
Customer Sale History
This report provides a summary customers sale transactions within a specified period of time. Column Period Choose 12 Months 6 Months 3 Months Ending Month need information Contract Type Select Rental to see information for rental contracts. Sale to see information for sale contracts. Lease to see information for lease contracts. Percentages Choose Yes to include each customers percentage of total activity. Total Sales Enter a minimum dollar value which a customer must exceed in order to be included on the report. To include all customers, enter a value of zero. Order By Select Customer 1st Period 2nd Period 3rd Period 4th Period Total
to sort customer information into yearly intervals. to sort information into 6 month intervals. to sort information into 3 month intervals.
to sort the report by customer ID. to sort the report by first period activity. to sort the report by second period activity. to sort the report by third period activity. to sort the report by fourth period activity. to sort the report by total activity.
4.5 Transaction Reports Rental Journal

This report provides a detailed list of all rental transactions within a specified period of time. File to Use Select Current to see transactions from the current period. History to see transactions from prior periods. Both to see both. Invoice Date Enter dates in either or both fields to see transactions that were entered within that range. Customer Number Enter one to six characters to see only transactions for customers whose customer number begins with those characters. To see the report for one customer, enter that customers ID. Item Type Select All AssetItm Quantitied NonStock Delv/Picku Labor Deposit Asset Pckg
to see the report for all item types. to include only asset items. to include only quantitied items. to include on nonstock items. to include only delivery/pickup items. to include only labor items. to include only deposit items. to include only asset packages.
Customer Type If you have defined customer types in Customer File Maintenance you can filter for those records here. First Billing Choose All First
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4.5 Transaction Reports Sales Journal

This report lists information about sales transactions according to criteria that you specify. Rental and lease transactions are not included. File to Use Select Current to see invoices from the current period. History to see invoices from prior periods. Both to see all invoices. Invoice Date Enter dates in either or both fields to see invoices with transaction dates in that range. Customer Number Enter one to six characters to see invoices for customers whose customer numbers begin with those characters. To see the report for one customer, enter their ID in this field. Item Type Select All AssetItm Quantitied NonStock Delv/Picku Labor Deposit Asset Pckg
to see the report for all item types. to include only asset items. to include only quantitied items. to include on nonstock items. to include only delivery/pickup items. to include only labor items. to include only deposit items. to include only asset packages.
Customer Type If you have defined customer types in Customer File Maintenance you can filter for those records here.
Deposit Journal
This report lists all contract deposits received within a period of time that you specify.

File to Use Select Current to see only deposits from the current period. History to see deposits from prior periods. Both to see all deposits. Invoice Date Enter dates in either or both fields to see deposits with invoice dates entered within that date range. Customer Number Enter one to six characters to see deposits for customers whose customer numbers begin with those characters. To see the report for one customer, enter their ID in this field.
COGS Journal
This report shows the cost of goods sold (the cost assigned to equipment sold within a certain period) and cumulative depreciation for specified types of sales. COGS is calculated as beginning inventory plus purchases minus ending inventory. File to Use Select Current to only include sales from the current period. History to include sales from prior periods. Both to include all sales. Invoice Date Enter dates in either or both fields to include sales that occurred within that span of time. Customer Number Enter one to six characters to include sales for customers whose customer numbers begin with those characters. To see the report for one customer, enter their ID in this field.
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Depr Method Select 1st Method 2nd Method
to have depreciation calculated by the straightline depreciation method. to have depreciation calculated by the doubledeclining balance method.
Sale Type Select All Master Asset Package
to include all sales types. to only include sales for master items. to only include sales for asset items. to only include sales for packages.
Order By Select Invoice to sort the report by invoice number. Purchse Date to sort the report by purchase date.
GL Journal
This report is only available when RCMS is linked to ACCPAC General Ledger. It shows postings from RCMS to each General Ledger account. File to Use Select Current to see current period transactions. History to see transactions occurring before the last period close. Both to see all transactions. Trans Date Enter dates in one or both fields to see transaction entered within that range. Beginning Account Ending Account Complete these two fields as follows: To see transactions posted to accounts within that range, enter general ledger account numbers in these fields.
4.6 Inventory Master Reports

To see postings including and after an account, enter that beginning account number. To see postings up to and including an account, enter that ending account number. To see postings for all general ledger accounts, leave both fields blank. Session Range Enter session numbers in one or both fields to see transactions that occurred within that range. Order By Select Account to sort entries by general ledger account number. Date to sort the report by entry date. Invoice to sort the report by invoice number. Include Only Select All Cred Fin chrg Invc Recpt
to include all transactions. to include only credit transactions. to include only finance charge transactions. to include only invoice transactions. to include only cash receipt transactions.

This section describes the options on the Inventory Master Reports submenu, which let you view data about RCMS inventory. When you choose Inventory Master Reports from the Print menu, you see the following submenu:
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Figure 1-13
Master Rerent
This report shows rental and acquisition information for your master items. Current Select All to see the report for all master items. Current to see only current master items. Not current to see master items not current. Class Enter one class code to see the report for a specified class. Leave the field blank to see the report for all classes. Group ID Enter one ID number to see the report for a specific group. Enter one or more numbers/characters to see the report for groups with an ID that be-

gins with those numbers/characters. Leave the field blank to see the report for all groups in the specified category. Master Item Enter one ID number to see the report for a specific master item. Enter one or more numbers/characters to see the report for items with a master ID that begins with those numbers/characters. Omit 0 Qty Items Select Yes to exclude items with no inventory on hand. No to include items with no inventory. Omit if Inactive Select Yes to exclude inactive (out-of-stock) items. No to include inactive items. Stock Location ID Enter a stock location or leave blank for all locations. The report looks similar to the one shown in the following figure.
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Figure 1-14
Master Administration
This report displays the following master item information:

Item ID Description Manufacturer Model Number Available for Rent or Sale Current Package Location Standard Order Qty Reorder Point Weight GL Link Code Bar Code #
Current Select All Current Not current
to see the report for all master items. to include only current master items. to include items that are not current.
Class Enter one class code to see the report for a specified class. Leave the field blank to see the report for all classes in the specified category.

Group ID Enter one ID number to see the report for a specific group. Enter one or more numbers/characters to see the report for groups with an ID that begins with those numbers/characters. Leave the field blank to see the report for all groups in the specified category. Master Item Enter one ID number to see the report for a specific master item. Enter one or more numbers/characters to see the report for items with a master ID that begins with those numbers/characters. Leave the field blank to see the report for all master items in the specified category. Omit 0 Qty Items Select Yes to exclude items with no inventory on hand. No to include items with no inventory. Omit if Inactive Select Yes to exclude inactive (out-of-stock) items. No to include inactive items. Stock Location ID Enter a stock location to filter the report or leave blank for all locations.
Master Item Qty/Cost
This report lists the number of quantitied master items on rental contract, reserved, and available. The report also shows the current cost and total value for the items shown. Class Enter a class code to see the report for a specified class. Leave the field blank to see the report for all classes in the specified category. Group ID Enter one ID number to see the report for a specific group. Enter one or more numbers/characters to see the report for groups with an ID that begins with those numbers/characters. Leave the field blank to see the report for all groups in the specified category.
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Master Item Enter one ID to see the report for a specific item. Enter one or more numbers/characters to see the report for items with an ID that begins with those numbers/characters. Leave the field blank to see the report for all master items in the specified category. Omit 0 Qty Items Select Yes to exclude items with no inventory on hand. No to include items with no on-hand inventory. Omit if Inactive Select Yes to exclude inactive (out-of-stock) items. No to include inactive items. Display Choose to display by Master ID or Model No. Item Type Choose whether to display Asset Items, Qty Items or Both Stock Location ID Enter a stock location to filter the report or leave blank for all locations.
Master Item Rental Rate
This report shows master item rental rates and terms. Current Select All Current Not current
to see the report for all master items. to see only current master items. to only include items not current.
Class Enter one class code to see the report for a specified class. Leave the field blank to see all classes in the specified category.

Group ID Enter one ID number to see the report for a specific group. Enter one or more numbers/characters to see the report for groups with an ID that begins with those numbers/characters. Leave the field blank to see the report for all groups in the specified category. Master Item Enter one ID number to see the report for a specific master item. Enter one or more numbers/characters to see the report for items with a master ID that begins with those numbers/characters. Leave the field blank to see the report for all master items in the specified category. Rate Factor Code Enter a single Rate Factor Code to see the report for a specific factor. Enter one or more characters to see the report for rental factors that begin with those characters. Omit 0 Qty Items Select Yes to exclude items with no inventory on hand. No to include items with no inventory. Omit if Inactive Select Yes to exclude inactive (out-of-stock) items. No to include inactive items. Stock Location ID Enter a stock location to filter the report or leave blank for all locations.
Master Item Pricing
This report shows the following pricing information about your master items:
Master Item ID Rent/Sell (Y/N) Last Cost Retail Margin % Description Current Selling Price Manufacturer Package Location Selling Margin % Model Number Rental Margin % Retail Price
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Class Enter one class code to see the report for a specified class. Leave the field blank to see all classes in the specified category. Group ID Enter one ID number to see the report for a specific group. Enter one or more numbers/characters to see the report for groups with an ID that begins with those numbers/characters. Leave the field blank to see the report for all groups in the specified category. Master Item Enter one ID number to see the report for a specific master item. Enter one or more numbers/characters to see the report for items with a master ID that begins with those numbers/characters. Leave the field blank to see the report for all master items in the specified category. Omit 0 Qty Items Select Yes to exclude items with no inventory on hand. No to include items with no inventory. Omit if Inactive Select Yes to exclude inactive (out-of-stock) items. No to include inactive items. Order by Select Master ID to sort the report by master item ID. Description to sort the report by master item description. Price Level Enter the number of the Price Level to be used for this report

Stock Location ID Enter a stock location to filter the report or leave blank for all locations.
Master Item Pricing (Used)
This report shows pricing and quantity information for items available to be sold as used. Current Select All Current Not current
Class Enter one class code to see the report for a specified class. Leave the field blank to see all classes in the specified category. Group ID Enter one ID number to see the report for a specific group. Enter one or more numbers/characters to see the report for groups with an ID that begins with those numbers/characters. Leave the field blank to see the report for all groups in the specified category. Master Item Enter one ID number to see the report for a specific master item. Enter one or more numbers/characters to see the report for items with a master ID that begins with those numbers/characters. Leave the field blank to see the report for all master items in the specified category. Code Need information Omit 0 Qty Items Select Yes to exclude items with no inventory on hand. No to include items with no inventory.
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Omit if Inactive Select Yes to exclude inactive (out-of-stock) items. No to include inactive items. Order by Select Master ID to sort the report by master item ID. Description to sort the report by master item description. Price Level Enter the number of the Price Level to be used for this report Stock Location ID Enter a stock location to filter the report or leave blank for all locations.
Master Item Reorder
This report indicates items that you may need to reorder. It displays the following information about master items:
Master ID Description Manufacturer Last Cost Order Quantity Model # Current Item Type New Order Point Available for Rent/Sale New Available Rental Available Rental Order Point
Class Enter a class code to see the report for one class. Leave the field blank to see the report for all classes in the specified category. Group ID Enter an ID to see the report for one group. Enter one or more numbers/ characters to see the report for groups with an ID that begins with those numbers/characters. Leave the field blank to see the report for all groups in the specified category.

Master Item Enter one ID to see the report for a specific master item. Enter one or more numbers/characters to see the report for items with IDs that begin with those numbers/characters. Leave the field blank to see the report for all master items. Date Last Ordered Enter a date in both fields to see items ordered within that date range. Omit 0 Order Pt Select Yes to exclude items with a zero order point. No to include items with a zero order point. Omit if Inactive Select Yes to exclude inactive (out-of-stock) items. No to include inactive items. Sort 1 Select
Master ID Description
to sort the report by master item ID. to sort the report by master item description.
Master Item Vendor Pricing
This report shows the following information about your master items (sorted by supplier), your cost and orders of those items, and the suppliers pricing:
Vendor ID Item Description Retail Cost Supplier Cost Avg Receipt Days Lead Time Master Item ID Manufacturer Current Cost Date Changed (Spplr Cost) Minimum Order Rating Code Part Number Model Number Date Changed (Crnt Cost) Date Last Received Order Increment
This report is not available unless you have ACCPAC Purchase Orders installed for your company.
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Vendor Enter one or more characters to see all vendors with vendors numbers that begin with those characters. To see the report for one vendor, enter that vendors number. Leave the field blank to see the report for all vendors. Current Select All Current Not current
Class Enter a class code to see the report for one class. Leave the field blank to see the report for all classes in the specified category. Group ID Enter an ID to see the report for one group. Enter one or more numbers/ characters to see the report for groups with an ID that begins with those numbers/characters. Leave the field blank to see the report for all groups in the specified category. Master Item Enter one ID to see the report for a specific master item. Enter one or more numbers/characters to see the report for items with IDs that begin with those numbers/characters. Leave the field blank to see the report for all master items. Sort 1 Select
Master to sort the report by master item ID. Description to sort by item description. Manufacturer to sort by item manufacturer.

Sort 2 Select
Master Description Manufacturer Model
to secondly sort the report by master item ID. to secondly sort by item description. to secondly sort by item manufacturer. to secondly by the manufacturers model number.
Master Item Supplier
This report shows information about your master items vendors. Current Select All Current Not current
Vendor Enter one vendor ID to see the report for a specific vendor. Enter one or more characters to see the report for vendors with IDs that start with those characters. Leave the field blank to see the report for all vendors. Class Enter a class code to see the report for one class. Leave the field blank to see the report for all classes in the specified category. Group ID Enter an ID to see the report for one group. Enter one or more numbers/ characters to see the report for groups with an ID that begins with those numbers/characters. Leave the field blank to see the report for all groups in the specified category. Master Item Enter one ID to see the report for a specific master item. Enter one or more numbers/characters to see the report for items with IDs that begin with those numbers/characters. Leave the field blank to see the report for all master items.
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Sort 1 Select
Master to sort the report first by master item ID. Description to sort the report first by item description. Manufacturer to sort the report first by manufacturer.
Sort 2 Select
Master Description Manufacturer Model
to sort the report second by master item ID. to sort second by item description. to sort the report second by manufacturer. to sort second by model number.
Master Item Usage
This report shows the following usage information about your master items, based on billings and sorted by group:
Master Item ID Quantity Class ID YTD/Cum Avg Days Rented YTD/Cum Rental Factors Avg Rental Term Description Rented Qty Group ID YTD/Cum Avg Days Owned YTD/Cum Times Rented YTD/Cum Rental Revenue
Acquisition Date Enter a date in either or both fields to see master items acquired in that date range. Class Enter one class code to see the report for a specified class. Leave the field blank to see the report for all classes in the specified category. Beginning Group Enter one or more characters to begin the report with groups having an ID that begins with those characters, omitting all groups occurring before alphabetically. Leave the field blank to create a report beginning with the first group alphabetically. Ending Group Enter one or more characters to end the report with groups having an ID

that begins with those characters, omitting all groups occurring after alphabetically. Leave the field blank to create a report ending with the last group alphabetically. Master Item ID Enter ID numbers in either or both fields to see the report for master items with IDs in that range. Leave both fields blank to see the report for all master items. Owned only Select Yes to exclude items that have been sold, leased, transferred, or returned. No to include these items. Stock Location ID Enter a stock location to filter the report or leave blank for all locations.
Master Item Transfer
This report lists any items that are transferred within companies if you have the inventory transfer setting turned on in the system preferences. Master Item ID Enter ID numbers in either or both fields to see the report for master items with IDs in that range. Leave both fields blank to see the report for all master items. Class Enter one class code to see the report for a specified class. Leave the field blank to see the report for all classes in the specified category. Transfer Date Enter a date in either or both fields to see master items transferred in that date range. Sort by Select Master to sort the report first by master item ID. Transfer Date to sort the report first by transfer date.
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Master Item Overcommitment
Lists all of your open orders and shows available quantities for each item Commitment Date Enter date of commitment Order Number Enter numbers in one or both fields to include only orders that fall within this range. To see only one work order, enter that orders number in the first field. Customer Enter one ID to see the report for a specific customer. Enter one or more numbers/characters to see the report for customers with IDs that begin with those numbers/characters. Leave the field blank to see the report for all customers. Master Item Enter one ID to see the report for a specific master item. Enter one or more numbers/characters to see the report for items with IDs that begin with those numbers/characters. Leave the field blank to see the report for all master items. Order by Select Customer Master Item Order No.
to sort the report first by customer ID. to sort the report first by master item ID. to sort the report first by order number.
Multiple Price Level
This report shows information about the pricing levels for items, groups, and packages.
4.7 Inventory Asset Reports

Price Level Type Select Item Group Asset Package Master Package All
to create a report for all items. to create a report for groups. to create a report for asset packages. to create a report for master packages. to include all items, groups and packages on the report.
Price Level Enter numbers in one or both fields to include only price levels that fall within this range. To see only one price level, enter that levels number in both fields. Beginning ID Enter one or more characters to begin the report with items/groups/packages having an ID that begins with those characters. Leave the field blank to create a report beginning with the first item/group/package. Ending ID Enter one or more characters to end the report with items/groups/packages having an ID that begins with those characters. Leave the field blank to create a report ending with the last item/group/package.

This section describes the options on the Rental Inventory Reports submenu, which provide you with a variety of ways to view the information about RCMS asset items.
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When you choose Rental Inventory Reports from the Print menu, you see the following submenu:
Figure 1-15
Asset Item File
This report shows a variety of information about your asset items:

Master ID Asset ID Barcode Class Group ID Package ID Status New/Used Rental/Sale Supplier Purchase Date Cost
Owned only Select Yes to exclude asset items that have been sold, leased, transferred, or returned. No to include these asset items.

Status Select All In Stock Rented Leased Sold In Service Transferred
to include all asset items in the report. to include only available asset items. to include only rented asset items. to include only leased asset items. to include only sold asset items. to include only items that are in service. to include only transferred asset items.
Class Enter one class code to see the report for a specified class. Leave the field blank to see the report for all classes. Group ID Enter one ID number to see the report for a specific group. Enter one or more numbers/characters to see the report for groups with an ID beginning with those numbers/characters. Leave the field blank to see the report for all groups. Master Item Enter ID numbers in either or both fields to see the report for master items with IDs in that range. Leave both fields blank to see the report for all master items. Supplier/Stk Loct Enter one vendor ID to see the report for a specific supplier. Enter one or more characters to see the report for vendors with IDs beginning with those characters. Leave the field blank to see the report for all suppliers. In the second field enter a stock location or leave blank for all stock locations. Purchase Date Enter dates in either or both fields to see items that were purchased during that date range.
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Sort 1 Sort 2 Sort 3 Select
Master
to sort the report 1st, 2nd, or 3rd by master item. Asset to sort 1st, 2nd, or 3rd by asset item. Description to sort 1st, 2nd, or 3rd by description. Purchase Date to sort 1st, 2nd, or 3rd by purchase date. Class to sort 1st, 2nd, or 3rd by class. Supplier to sort 1st, 2nd, or 3rd by supplier. None to omit a sort at this level.
TIP: Press the spacebar to toggle between Sort options. Asset Item Notes Choose whether to print Asset Item Notes The following sample report includes only asset items with a rented status.
Figure 1-16
4.7 Inventory Asset Reports Asset Item Valuation

This report shows the following value information about your asset items:
Master ID Asset ID Barcode Description Class Group ID Status New/Used Rental/Sale Supplier Purchase Date Cost
Owned only Select Yes to exclude asset items that have been sold, leased, transferred, or returned. No to include these asset items. Status Select All In Stock Rented Leased Sold In Service Transferred
to include all asset items in the report. to include only available asset items. to include only rented asset items. to include only leased asset items. to include only sold asset items. to include only items that are in service. to include only transferred asset items.
TIP: Press the spacebar to toggle between the options. Class Enter one class code to see the report for a specified class. Leave the field blank to see the report for all classes. Group ID Enter one ID number to see the report for a specific group. Enter one or more numbers/characters to see the report for groups with an ID that begins with those numbers/characters. Leave the field blank to see the report for all groups. Master Item Enter ID numbers in either or both fields to see the report for master items with IDs in that range. Leave both fields blank to see the report for all master items.
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Asset Item Enter ID numbers in either or both fields to see the report for asset items with IDs in that range. Leave both fields blank to see the report for all asset items. Supplier Enter one vendor ID to see the report for a specific supplier. Enter one or more characters to see the report for vendors with IDs beginning with those characters. Leave the field blank to see the report for all suppliers. Purchase Date Enter dates in either or both fields to see items that were purchased during that date range. Code
Order By Select Purchase Date Supplier Master ID
to sort by asset item purchase date. to sort the report by supplier. to sort by master item ID.
Asset Item Notes Choose whether to display Asset Item Notes.
Asset Item Usage
This report shows the following usage information about your asset items, based on billings and sorted by group:
Asset Item ID Description Group ID YTD/Cum Avg Days Rented YTD/Cum Rental Factors YTD/Cum Times Rented YTD/Cum Rental Revenue Class ID Group Total (Quantity) YTD/Cum Avg Days Owned Purchase Date Avg Rental Term Asset Cost

Acquisition Date Enter a date in either or both fields to see asset items acquired in that date range. Class Enter one class code to see the report for a specified class. Leave the field blank to see the report for all classes in the specified category. Beginning Group Enter one or more characters to begin the report with groups having an ID that begins with those characters, omitting all groups occurring before alphabetically. Leave the field blank to create a report beginning with the first group alphabetically. Ending Group Enter one or more characters to end the report with groups having an ID that begins with those characters, omitting all groups occurring after alphabetically. Leave the field blank to create a report ending with the last group alphabetically. Master Item ID Enter ID numbers in either or both fields to see the report for asset items with IDs in that range. Leave both fields blank to see the report for all asset items. Owned only Select Yes to exclude asset items that have been sold, leased, transferred, or returned. No to include these asset items. Asset Item Notes Choose whether to display Asset Item Notes. Stock Location ID Enter a stock location to filter the report or leave blank for all locations.
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4.7 Inventory Asset Reports Asset Item Acquisition

This report shows the following acquisition data about your asset items.
Class Description Model Number Item Cost Group ID Manufacturer Supplier Number Asset Item ID Serial Number (Manufacturer) Purchase Date
Sort Order Select Purchase Date Asset Id Manufact
to sort the report by purchase date. to sort the report by asset item ID. to sort the report by manufacturer name.
Acquisition Date Enter a date in either or both fields to see asset items acquired in that date range. Class Enter one code to see the report for a specified class. Leave the field blank to see the report for all classes in the specified category. Group ID Enter ID numbers in either or both fields to see the report for groups with IDs in that range. Leave both fields blank to see the report for all groups in the specified category. Master Item ID Enter ID numbers in either or both fields to see the report for asset items with IDs in that range. Leave both fields blank to see the report for all asset items. Owned Items Sold Items Leased Items Transferred Items Select Include to include items of the specified type. Exclude to exclude items of the specified type.

Asset Item Notes Choose whether to display Asset Item Notes. Stock Location ID Enter a stock location to filter the report or leave blank for all locations.
Asset Disposal Report
This report shows the following information about the asset items you have sold.
Class Description Model Number Contract Number Accum Depreciation Group ID Manufacturer Purchase Date Item Cost Net Book Value Asset Item ID Serial Number (Manufacturer) Sale Date Sale Amount Gain/Loss on Sale
Sort Order Select Disposal Date to sort the report first by disposal date. Asset Id to sort the report by asset item ID. Manufact to sort the report by manufacturer name. Disposal Date Enter a date in either or both fields to see asset items that were disposed of within that date range. Class Enter one class code to see the report for a specified class. Leave the field blank to see the report for all classes in the specified category. Group ID Enter ID numbers in either or both fields to see the report for groups with IDs in that range. Leave both fields blank to see the report for all groups in the specified category. Master Item ID Enter ID numbers in either or both fields to see the report for asset items with IDs in that range. Leave both fields blank to see the report for all asset items.
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The report looks similar to the following sample, which is sorted by disposal date: Asset Item Notes Choose whether to display Asset Item Notes. Stock Location ID Enter a stock location to filter the report or leave blank for all locations.
Asset Item Reacquisition
This report shows re-acquisition data about your asset items. Sort Order Select Purchase Date Asset Id Manufact
Reacquisition Date Enter a date in either or both fields to see asset items re-acquired in that date range. Class Enter one code to see the report for a specified class. Leave the field blank to see the report for all classes in the specified category. Group ID Enter ID numbers in either or both fields to see the report for groups with IDs in that range. Leave both fields blank to see the report for all groups in the specified category. Master Item ID Enter ID numbers in either or both fields to see the report for asset items with IDs in that range. Leave both fields blank to see the report for all asset items.

Owned Items Sold Items Leased Items Transferred Items Select Include to include items of the specified type. Exclude to exclude items of the specified type. Asset Item Notes Choose whether to display Asset Item Notes. Stock Location ID Enter a stock location to filter the report or leave blank for all locations.
Asset Depreciation
This report shows the following depreciation data about your asset items.
Master Item ID New (Yes/No) Cost Asset Item ID Supplier Status Purchase (date)
The report also shows the following information for Depreciation Method 1 and/or Depreciation Method 2:
Method Depreciated To (date) Cum Depre Length PTD Depr Salvage (value) YTD Depr
Owned only Select Yes to exclude asset items that have been sold, leased, or transferred. No to include these asset items. Class Enter one class code to see the report for a specified class of asset items. Group ID Enter one ID number to see the report for a specific group. Enter one or
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more numbers/characters to see the report for groups with an ID that begins with those numbers/characters. Master Item Enter ID numbers in either or both fields to see the report for master items with IDs in that range. Asset Item Enter ID numbers in either or both fields to see the report for asset items with IDs in that range. Purchase Date Enter dates in either or both fields to see items that were purchased during that date range. Sort 1 Sort 2 Sort 3 Select Master Asset Description Purchase Date Class Misc None
to sort the report 1st, 2nd, or 3rd by master item. to sort 1st, 2nd, or 3rd by asset item. to sort 1st, 2nd, or 3rd by description. to sort 1st, 2nd, or 3rd by purchase date. to sort 1st, 2nd, or 3rd by class. to sort 1st, 2nd, or 3rd by misc. code. to omit a sort at this level.
TIP: Press the spacebar to toggle between Sort options. Asset Item Notes Choose whether to display Asset Item Notes.
Asset Resale to Rental Transfers
This report shows resale data about your asset items.

Master Item Enter ID numbers in either or both fields to see the report for master items with IDs in that range. Package ID Enter ID numbers in either or both fields to see the report for packages with IDs in that range. Asset Item Enter ID numbers in either or both fields to see the report for asset items with IDs in that range. Supplier Enter one vendor ID to see the report for a specific supplier. Enter one or more characters to see the report for vendors with IDs beginning with those characters. Leave the field blank to see the report for all suppliers. Class Enter one class code to see the report for a specified class of asset items. Transfer Date Enter a date in either or both fields to see asset items that were transferred of within that date range. Sort By Select Master Asset Package Transfer Date Transfer Type Choose Transfer Return Both
to sort the report by master item ID. to sort by asset ID. to sort by package ID. to sort by transfer date.
to include only transferred asset items. to include only returned asset items. to include both transferred and returned items.
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4.8 Subrent Inventory Reports

This section describes the options on the Subrent Inventory Reports submenu, which provide you with a variety of ways to view the information about RCMS asset items. When you choose Subrent Inventory Reports from the Print menu, you see the following submenu:
Figure 1-17
This section describes each submenu option.
Subrent Asset Item File
This report shows a variety of information about your subrental asset items.

Owned only Select Yes to exclude subrental asset items that have been sold, leased, transferred, or returned. No to include these subrental asset items. Status Select All In Stock Rented Leased Sold In Service Transferred
to include all subrental asset items in the report. to include only available subrental asset items. to include only subrental asset items that have been rented. to include only subrental asset items that have been leased. to include only subrental asset items that have been sold. to include only items that are in service. to include only subrental asset items that have been transferred.
Class Enter one class code to see the report for a specified class. Leave the field blank to see the report for all classes. Group ID Enter one ID number to see the report for a specific group. Enter one or more numbers/characters to see the report for groups with an ID beginning with those numbers/characters. Leave the field blank to see the report for all groups. Master Item Enter ID numbers in either or both fields to see the report for master items with IDs in that range. Leave both fields blank to see the report for all master items. Supplier/Stk Loct Enter one vendor ID to see the report for a specific supplier. Enter one or more characters to see the report for vendors with IDs beginning with those characters. Leave the field blank to see the report for all suppliers.
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In the second field enter a Stock Location or leave blank for all Stock Locations. Purchase Date Enter dates in either or both fields to see items that were purchased during that date range. Sort 1 Sort 2 Sort 3 Select
Master
Subrent Asset Item Usage
This report shows usage information about your subrental asset items, based on billings and sorted by group. Acquisition Date Enter a date in either or both fields to see subrental asset items acquired in that date range. Class Enter one class code to see the report for a specified class. Leave the field blank to see the report for all classes in the specified category.

Beginning Group Enter one or more characters to begin the report with groups having an ID that begins with those characters, omitting all groups occurring before alphabetically. Leave the field blank to create a report beginning with the first group alphabetically. Ending Group Enter one or more characters to end the report with groups having an ID that begins with those characters, omitting all groups occurring after alphabetically. Leave the field blank to create a report ending with the last group alphabetically. Master Item ID Enter ID numbers in either or both fields to see the report for subrental asset items with IDs in that range. Leave both fields blank to see the report for all subrental asset items. Owned only Select Yes to exclude subrental asset items that have been sold, leased, transferred, or returned. No to include these asset items. Asset Item Notes Choose whether to display Asset Item Notes. Stock Location ID Enter a stock location to filter the report or leave blank for all locations.
Subrent Asset Item Acquisition
This report shows acquisition data about your subrent asset items. Sort Order Select Purchase Date Asset Id Manufact
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Acquisition Date Enter a date in either or both fields to see subrental asset items acquired in that date range. Class Enter one code to see the report for a specified class. Leave the field blank to see the report for all classes in the specified category. Group ID Enter ID numbers in either or both fields to see the report for groups with IDs in that range. Leave both fields blank to see the report for all groups in the specified category. Master Item ID Enter ID numbers in either or both fields to see the report for asset items with IDs in that range. Leave both fields blank to see the report for all asset items. Owned Items Sold Items Leased Items Transferred Items Select Include to include items of the specified type. Exclude to exclude items of the specified type. Asset Item Notes Choose whether to display Asset Item Notes. Stock Location ID Enter a stock location to filter the report or leave blank for all locations.
Subrent Asset Disposal
This report shows information about the subrental asset items you have sold.

Sort Order Select Disposal Date to sort the report first by disposal date. Asset Id to sort the report by asset item ID. Manufact to sort the report by manufacturer name. Disposal Date Enter a date in either or both fields to see subrental asset items that were disposed of within that date range. Class Enter one class code to see the report for a specified class. Leave the field blank to see the report for all classes in the specified category. Group ID Enter ID numbers in either or both fields to see the report for groups with IDs in that range. Leave both fields blank to see the report for all groups in the specified category. Master Item ID Enter ID numbers in either or both fields to see the report for subrental asset items with IDs in that range. Leave both fields blank to see the report for all asset items. Asset Item Notes Choose whether to display Asset Item Notes. Stock Location ID Enter a stock location to filter the report or leave blank for all locations.
Subrent Asset Item Reacquisition
This report shows re-acquisition data about your subrental asset items. Sort Order Select Purchase Date Asset Id Manufact
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Reacquisition Dat Enter a date in either or both fields to see subrental asset items re-acquired in that date range. Class Enter one code to see the report for a specified class. Leave the field blank to see the report for all classes in the specified category. Group ID Enter ID numbers in either or both fields to see the report for groups with IDs in that range. Leave both fields blank to see the report for all groups in the specified category. Master Item ID Enter ID numbers in either or both fields to see the report for asset items with IDs in that range. Leave both fields blank to see the report for all asset items. Owned Items Sold Items Leased Items Transferred Items Select Include to include items of the specified type. Exclude to exclude items of the specified type. Asset Item Notes Choose whether to display Asset Item Notes. Stock Location ID Enter a stock location to filter the report or leave blank for all locations.
Subrent Asset Item Due Back
This report shows due date information about your subrental asset items.

Owned only Select Yes to exclude asset items that have been sold, leased, or transferred. No to include these asset items. Class Enter one class code to see the report for a specified class of asset items. Group ID Enter one ID number to see the report for a specific group. Enter one or more numbers/characters to see the report for groups with an ID that begins with those numbers/characters. Master Item Enter ID numbers in either or both fields to see the report for master items with IDs in that range. Supplier Enter one vendor ID to see the report for a specific supplier. Enter one or more characters to see the report for vendors with IDs beginning with those characters. Leave the field blank to see the report for all suppliers. Due Date Enter dates in one or both fields to include only subrent items with due dates in this range. Sort by Select Master Asset Description Due Date Class Supplier
to sort the report by master item ID. to sort by asset ID. to sort by item description. to sort by each items due date. to sort by class code. to sort by the items supplier.
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4.9 Resale Inventory Reports

This section describes the options on the Resale Inventory Reports submenu, which provide you with a variety of ways to view the information about RCMS asset items. When you choose Resale Inventory Reports from the Print menu, you see the following submenu:
Figure 1-18
This section describes the first two submenu options, and refers you to nearly identical reports for the last three options.
Resale Asset Item File
This report shows a variety of information about your resale asset items.

Owned only Select Yes to exclude resale asset items that have been sold, leased, transferred, or returned. No to include these subrental asset items. Status Select All In Stock Leased Sold In Service Transferred
to include all resale asset items in the report. to include only available resale asset items. to include only resale asset items that have been leased. to include only resale asset items that have been sold. to include only items that are in service. to include only resale asset items that have been transferred.
Class Enter one class code to see the report for a specified class. Leave the field blank to see the report for all classes. Group ID Enter one ID number to see the report for a specific group. Enter one or more numbers/characters to see the report for groups with an ID beginning with those numbers/characters. Leave the field blank to see the report for all groups. Master Item Enter ID numbers in either or both fields to see the report for master items with IDs in that range. Leave both fields blank to see the report for all master items. Supplier/Stk Loct Enter one vendor ID to see the report for a specific supplier. Enter one or more characters to see the report for vendors with IDs beginning with those characters. Leave the field blank to see the report for all suppliers. In the second field enter the Stock Location or leave blank for all stock locations.
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Purchase Date Enter dates in either or both fields to see items that were purchased during that date range. Sort 1 Sort 2 Sort 3 Select
Master
4.9 Resale Inventory Reports Resale Asset Item Valuation

This report shows value information about your resale asset items. Owned only Select Yes to exclude resale asset items that have been sold, leased, transferred, or returned. No to include these asset items. Status Select All In Stock Rented Leased Sold In Service Transferred
to include all resale asset items in the report. to include only available resale asset items. to include only resale asset items that have been rented. to include only resale asset items that have been leased. to include only resale asset items that have been sold. to include only items that are in service. to include only resale asset items that have been transferred.
Class Enter one class code to see the report for a specified class. Leave the field blank to see the report for all classes. Group ID Enter one ID number to see the report for a specific group. Enter one or more numbers/characters to see the report for groups with an ID that begins with those numbers/characters. Leave the field blank to see the report for all groups. Master Item Enter ID numbers in either or both fields to see the report for master items with IDs in that range. Leave both fields blank to see the report for all master items. Asset Item Enter ID numbers in either or both fields to see the report for resale asset
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items with IDs in that range. Leave both fields blank to see the report for all resale asset items. Supplier Enter one vendor ID to see the report for a specific supplier. Enter one or more characters to see the report for vendors with IDs beginning with those characters. Leave the field blank to see the report for all suppliers. Purchase Date Enter dates in either or both fields to see items that were purchased during that date range. Code
Order By Select Purchase Date Supplier Master ID
to sort by asset item purchase date. to sort the report by supplier. to sort by master item ID.
Resale Asset Item Acquisition
This report shows acquisition data about your resale asset items, and is very similar to the Subrent Asset Acquisition report. See Subrent Asset Item Acquisition on page 631 for field definitions to create this report. Apply the definitions given there to resale items.
Resale Asset Item Disposal
This report shows information about the resale asset items you have sold, and is very similar to the Subrent Asset Disposal report. See Subrent Asset Disposal on page 632 for field definitions to create this report. Apply the definitions given there to resale items.
4.10 General Inventory Reports Resale Asset Item Reacquisition

This report shows re-acquisition data about your resale asset items, and is very similar to the Subrent Asset Reacquisition report. See Subrent Asset Item Reacquisition on page 633 for field definitions to create this report. Apply the definitions given there to resale items.
4.10 General Inventory Reports

This section describes the reports on the General Inventory Reports submenu: Return on Assets, Warranty Expiration Report, Due Back Report, Stock Locations Log, and Site Transfer.
Return on Assets
This report shows the return on investment for your items, sorted by class. Current Select All Current Not current
to see the report for all master items. to include only current master items. to only include items not current.
Class Enter one class code to see the report for a specified class. Leave the field blank to see the report for all classes. Group ID Enter one ID to see the report for a specific group. Enter one or more characters to include groups with an ID beginning with those characters. Leave the field blank for all groups. Master Item Enter one ID number to see the report for a specific master item. Enter one or more numbers/characters to see the report for items with an ID
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that begins with those numbers/characters. Leave the field blank to see the report for all master items. Omit 0 Qty Items Select Yes to exclude items with no inventory on hand. No to include items with no inventory. Stock Location ID Enter a stock location to filter the report or leave blank for all locations. The report looks similar to this:
Figure 1-19
Warranty Expiration This report list warranty expiration dates for specified contract types and customers. Report
Contract Type Select Both Sale & Lease Rental Sale to see both sale and lease contracts. to see only rental contracts. to see only sale contracts.

Lease to see only lease contracts.
Exp Date Range Enter dates in either or both fields to see expiration dates within that range. Contract Range Enter contract numbers in either or both fields to see warranty expirations for those contracts with numbers within that range. Customer Range Enter customer numbers in either or both fields to see warranty expirations for contract customers with numbers within that range. Order By Select Customer Contract
to sort the report by customer number. to sort the report by contract number.
Due Back Report
This report shows the scheduled due back date for equipment on existing contracts. You can run the report on a daily basis to see which equipment is due back within a specified date range. Due Back Date Enter dates in either or both fields to see the report for contracts with due back dates within that range. Cust # Enter one customer number to see the report for a specific customer. Leave the field blank to see the report for all customers. Master Item Enter one ID number to see the report for a specific master item. Leave the field blank to see the report for all master items.
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End Date Choose Firm Open All
to see the report for items with a firm end date. to see the report for items with an open end date. to see the report for all rented items.
Include Closed Select Yes No Order By Select Due Date Customer Contract
to sort the report by contract due date. to sort by customer number. to sort by contract number.
Stock Locations Log
This report shows transfers between stock locations of the selected company Date Range Old Location New Location Asset Type Select All Quantitied Items Asset Items Packages
to see the report for all items to see the report for quantitied items. to see the report for asset items. to see the report for packages.
Asset Number Enter one ID number to see the report for a specific asset item. Enter one or more numbers/characters to see the report for items with an ID that begins with those numbers/characters. Leave the field blank to see the report for all items.
4.11 File Listings

Source of Change Select All Returns Exchanges Purchases Physical Inventory Maintenance User ID
Order By Select New Location Old Location Asset ID Date User ID
to sort the report by new location. to sort by old location. to sort the report by asset item ID. to sort the report by relocation date. to sort by user ID.
4.11 File Listings

This section describes the options on the File Listings submenu, which provide you with several ways to view information about RCMS data files. When you select File Listings from the Print menu, you see the following submenu:
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4.11 File Listings
Figure 1-20
This section discusses each submenu option.
Customer File
This report lists a variety of information about your customers. The summary report shows each customers number, name, phone, available credit, open credit, year-to-date sales, and open balance. The detail report shows each customers number, name, phone, contact, contacts title, address, type, industry, territory, salesperson, miscellaneous code, source, terms, tax rate, and discount. Level of Detail Select Summary Detail
to see a summary report. to see a detail report.
4.11 File Listings

Order By Select Company Number Sales $s
to sort the report by company name. to sort by company number. to sort by year-to-date sales.
Customer Number Cust Type Industry Salesperson Territory Cust Misc Code Enter one or more characters to see records just for customers whose codes, customer types, etc. start with those characters. YTD Sales Enter a dollar amount to include only customers with year-to-date sales equal to or greater than the amount you enter. Exclude Zero Bal Select Yes to only include customers with account balances. No to include all customers. The summary report looks similar to this:
Figure 1-21
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4.11 File Listings Vendor File

This report lists a variety of information about your vendors. The summary report shows each vendors number, name, phone, purchases, payments, discounts, adjustments, open debit, balance. The detail report shows each customers summary information, address, last payment date, last payment amount, payment terms, type, buyer, priority level, tax rate, and code. Level of Detail Select Summary Detail Order By Select Company Number Sales $s
to see a summary report. to see a detail report.
to sort the report by company name. to sort by company number. to sort by year-to-date sales.
Vendor Vendor Type Buyer Vend Misc Code Enter one or more characters to see records just for vendors whose IDs, vendor types, etc. start with those characters.
Leasing Companies
This report shows information about the companies from whom you lease equipment. Leasing Comp ID Enter characters to include leasing companies with IDs that begin with those characters.
Rental Rate
This reports lists information about your rental rate factors and rental terms.
4.11 File Listings

Type of Report Choose Proration Rate Factors
to see a report for your rental terms proration information. to see a report for rental rate factors.
Rate Factor Id (Only appears for Rate Factor listings) Enter one or more characters to see factors whose IDs start with those characters.
System Comments
This report lists the comments that you have set up to print on invoices and credit memos. Comment ID Enter characters to include system comments with IDs that begin with those characters.
Package Summary and Detail File
These reports list package information. The option grids are the same for both reports. The summary report lists packages but doesnt list the package contents. The detail report lists every line item a package contains. Package Type Select All to include information on all packages. Master to only see the report for master packages. Asset to only see the report for asset packages.
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4.11 File Listings

Status Select All In Stock Rented Leased Sold In Service Transferred Owned
to see include all packages, regardless of status. to include only available packages. to include only rental packages. to include only leased packages. to include only sold packages. to include only packages in service. to include only resale asset items that have been transferred. to include only packages that have not been sold.
Package ID Enter characters in either or both fields to see packages with IDs that fall within the specified range. Group ID Enter characters to include only groups with IDs that begin with those characters. Master Item Enter characters to include only master items with IDs that begin with those characters. Manufacturer Enter characters to include only packages with a manufacturer whose name begins with those characters. Model Enter characters to include only packages with model identification that begins with those characters. Sort 1 Sort 2 Select criteria by which you want the report sorted first, then second.
4.11 File Listings

Select Package ID Manufacturer Model Master ID Description None to sort the report first or second by package ID. to sort first or second by manufacturer name. to sort first or second by model number. to sort first or second by master item ID. to sort first or second by description. to omit a sort at that level.
Group File
This reports lists information about item groups. Group ID Enter characters to only include groups with an ID that begins with those characters. Rate Factor Code Enter characters to only include groups that have a rate factor code that begins with those characters.
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4.11 File Listings General Ledger Link Codes

This report is only available if you are linked to ACCPAC General Ledger. See Chapter 5, Linking to General Ledger. Select General Ledger Link Codes from the File Listings submenu to see a report that shows you which ACCPAC General Ledger accounts are affected by each of the linking codes you have set up. Link Code Range Enter General Ledger linking codes in either or both fields to see only account numbers for that range of linking codes.
Sales Tax Districts
This report lists the tax rate for specified sales tax districts. Tax Dist ID Enter the ID of the tax district for which you want to see a report. Leave the field blank to see a report for all districts. Enter characters to include only sales tax districts with IDs that begin with those characters.
Kitting Summary File
The Kitting Summary File summarizes your kits Kit Type Choose All, Master, or Asset Status Choose the status filter or leave the default for all Kit ID Enter a range of Kit IDs to limit the report or leave blank to show all kits. Sort 1 Sort 2
Kitting Detail File
The Kitting Summary File summarizes your kits and displays item details.
4.12 Work Orders

Kit Type Choose All, Master, or Asset Status Choose the status filter or leave the default for all Kit ID Enter a range of Kit IDs to limit the report or leave blank to show all kits. Sort 1 Sort 2
4.12 Work Orders

These reports allow you to see a variety of information about unassigned, assigned, and completed work orders. This section describes each report. Choose Print from the RCMS Main Menu, then choose Work Orders. You see the submenu shown in the following figure.
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4.12 Work Orders
Figure 1-22
This section describes each report option on the Work Orders submenu.
Unassigned Work Orders
This report lets you see information about unassigned work orders. Level of Detail Select Summary
Detail
to see a summary report, which shows the Due Date and Time, Priority, Work Order #, Work Order Type, Contract and Customer #, Company Name, Contact, Delivery Area, and Delivery/Return Method. to see a detail report, which includes everything on the summary report along with the details for each item included in the order.
4.12 Work Orders

Due Date Enter dates in one or both fields to include only work orders with due dates that fall within this range. Work Order Number Enter numbers in one or both fields to include only unassigned work orders that fall within this range. To see only one work order, enter that orders number in the first field. Work Order Type Select All to include all unassigned work orders. Config to include only configuration work orders. Delivery to include only unassigned delivery orders. Service to include only unassigned service orders. Return to include only unassigned return orders. Task to include only unassigned task work orders. Contract Type Select All to include unassigned work orders for all contract types. Rental to see only orders for rental contracts. Lease to see only orders for lease contracts. Sale to see only orders for sales contracts. Contract Number Enter contract numbers in either or both fields to see unassigned work orders for contracts with IDs that fall within the specified range. Customer Number Enter a customer number to see unassigned work orders only for that customer. Leave the field blank to see unassigned work orders for all customers. Customer Region Enter characters to only include customers in a delivery area that begins with those characters.
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4.12 Work Orders

Order by Select Due Date Area WO Type WO#
to sort the report by work order due date. to sort the report by delivery area. to sort the report by work order type. to sort the report by work order number.
Issuing Location Choose whether to filter output based on the origin of the Work Order The summary report is similar to this:
Figure 1-23
Assigned Work Orders
This report lets you see information about work orders that have been assigned to a specific user for completion.
4.12 Work Orders

Level of Detail Select Summary
Detail
to see a summary report, which shows the Due Date and Time, Priority, Work Order #, Assigned To, Work Order Type, Contract and Customer #, Company Name, Contact, Delivery Area, and Delivery/Return Method. to see a detail report, which includes everything on the summary report along with the details for each item included in the order.
Due Date Enter dates in one or both fields to include only work orders with due dates within this range. Assigned User Enter User IDs in both fields to see work orders assigned to users with IDs within that range. To see the report for one user, enter their ID in the first field. Work Order Number Enter numbers in one or both fields to include only assigned work orders that fall within this range. To see only one work order, enter that orders number in the first field. Work Order Type Select All to include all assigned work orders. Config to include only assigned configuration work orders. Delivery to include only assigned delivery work orders. Service to include only assigned service work orders. Return to include only assigned return work orders. Task to include only assigned task work orders. Contract Type Select All Rental Sale Lease
to include assigned work orders for all contract types. to see only orders for rental contracts. to see only orders for sales contracts. to see only orders for lease contracts.
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4.12 Work Orders

Contract Number Enter contract numbers in either or both fields to see assigned work orders for contracts with IDs that fall within the specified range. Customer Number Enter a customer number to see assigned work orders only for that customer. Leave the field blank to see assigned work orders for all customers. Customer Region Enter characters to only include customers in a delivery area that begins with those characters. Order by Select Assigned Due Date Area WO Type WO#
to sort the report by assigned user ID. to sort the report by work order due date. to sort the report by delivery area. to sort the report by work order type. to sort the report by work order number.
Issuing Location Choose whether to filter output based on the origin of the Work Order
Completed Work Orders
This report lets you see information about work orders that have been completed. Level of Detail Select Summary
Detail
to see a summary report, which shows the Completion Date and Time, Priority, Work Order #, Contract and Customer #, Company Name, Contact, Delivery Area, and Delivery/Return Method. to see a detail report, which includes everything on the summary report along with the details for each item included in the order and the user that completed the order.
4.12 Work Orders

Due Date Enter dates in one or both fields to include only work orders with due dates in this range. Completing User Enter User IDs in both fields to see work orders completed by users with IDs in that range. To see the report for one user, enter their ID in the first field. Work Order Number Enter numbers in one or both fields to include only completed work orders that fall within this range. To see only one work order, enter that orders number in the first field. Work Order Type Select All to include all completed work orders. Config to include only completed configuration work orders. Delivery to include only completed delivery work orders. Service to include only completed service work orders. Return to include only completed return work orders. Task to include only completed task work orders. Contract Type Select All to include completed work orders for all contract types. Rental to see only orders for rental contracts. Sale to see only orders for sales contracts. Lease to see only orders for lease contracts. Contract Number Enter contract numbers in either or both fields to see completed work orders for contracts with IDs that fall within the specified range. Customer Number Enter a customer number to see completed work orders only for that cus-
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4.13 The Business Status Report

tomer. Leave the field blank to see completed work orders for all customers. Customer Region Enter characters to only include customers in a delivery area that begins with those characters. Order by Select Compl Date Area WO Type WO#
to sort the report by completion date. to sort the report by delivery area. to sort the report by work order type. to sort the report by work order number.
Issuing Location Choose whether to filter output based on the origin of the Work Order

The Business Status Report is a comprehensive analysis of three different areas of your business: Accounts Receivable, Accounts Payable, and Purchase Orders.
Generating the Report
Choose Business Status Report from the Print menu. You see a report similar to the one shown in the following figure.
Figure 1-24
You see figures for Accounts Payable and Purchase Orders only if those applications are installed for your company. Otherwise, zeros appear in those sections of the report. All figures with PTD (period-to-date) in their names are cleared out when you close the period. All other figures remain the same after period-end close. After most totals, we give the name in parentheses of another report where that total also appears so that you can verify how it is calculated. (Unless otherwise indicated, you should make the scope of the specified report as wide as possible; in other words, choose all invoice dates, all vendors, etc.)
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If the totals on the Business Status Report do not agree with those reports, you need to recalculate file balances. See System Manager appendix for instructions. Accounts Receivable Current Balance: This is the total of all customer balances, including all open credits. (Open Receivables Aging Report; final total.) PTD Billings: This summarizes all the invoice totals for the current period. It includes sales tax, finance charges, and credit memos. (Invoice Register, summary, current file; final total.) PTD Receipts: This is the total cash receipts for the period, including sales tax. It does not include payment discounts. (Cash Receipts Register, current file; final total.) PTD Non-AR Receipts: This is the total cash receipts for the period from sources other than Accounts Receivable billings. (Cash Receipts Register, current file; include only receipts received from sources other than customers.) PTD Discounts: This is the total amount of discounts that have been recorded in Accounts Receivable for the current period. (Cash Receipts Register; total of Discount column.) PTD COGS (Cost of Goods Sold): This reflects the cost of all stock and non-stock items sold during the current period. (Sales Analysis Report by Item, current period; final Total minus final total for Margin.) Accounts Payable Current Balance: This figure is the total amount due to all vendors. (Invoice Register; grand total of Open Balance.) PTD Payables: This is the total of all invoices, less any debit memos, for the current period. (Invoice Register, current file; grand total of Invoice Amount.)

PTD Payments: This includes all payments recorded in Accounts Payable for the current period. (Check Register, current file; Check Register Total.) PTD Disc/Adjust: This reflects the amount of discounts and adjustments recorded in Accounts Payable for the current period. (Invoice Register; total of Discount Taken plus total of Adjustment Taken.) Approved to Pay: This is the total of all invoices that youve approved to pay in your next check run. (Approved to Pay Report; grand total of Approved to Pay.) Approved Dis/Adj: This is the total of all discounts and adjustments that have been approved to pay in your next check run. (Approved to Pay Report; total of Approved Discount plus total of Approved Adjustment.) Purchase Orders Open POs: This is the total of all unreceived purchase orders, assuming that they are going to come in at the specified price, without any payment discounts. (Status by PO Number, current file, printed; final total.) PTD Orders: This is the total of all purchase orders, both open and received, including sales tax. (Status by PO Number, current file, printed; final total plus Receipts Report, current file, printed; final total.) PTD Receipts: This shows all received purchase orders. It includes sales tax, and may reflect receipts of purchase orders from previous periods. (Receipts Report, current file, printed; final total.) The Bottom Line Net Cash Forecast: This figure is calculated as: Is this correct, is it a quotient?
(Invoice Current Balance) + (Open Orders) (ACCPAC Accounts Payable Current Balance) - (Open POs)
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4.13 The Business Status Report Automatic Recalculation

Choose Timer to have the Business Status Report automatically updated with new information at intervals you specify. You see this prompt: How often should values be refreshed (in seconds)? Enter the number of seconds at which you want the report updated. For example, if you accept the default of 10, the program updates the report every 10 seconds with the results of transactions entered on other workstations of your multi-user system. (The figures on the report do not change if you use this feature on a single-user system.) If you enter zero, the figures will be recalculated each time you press any key other than Q.
Forecast
Choose Forecast to see the forecast version of the Business Status Report. You are asked to respond to the following prompts: Number of working days so far this period Total number of working days in this period These prompts default to the actual number of workings days, calculated by the program as follows:
# of Working Days So Far This Period: Total # of Working Days In This Period: System Day - Weekends - Current Period Holidays Last Day of System - Weekends - Current Period Month Holidays
Period is a calendar month. System Day and System Month are the current day and month as defined by the system clock. Holidays are New Years Day, Presidents Day, Memorial Day, July 4th, Labor Day, Thanksgiving, and Christmas. For both prompts, you can either press <Enter> to accept the default or enter your own numbers.

Once the forecast version of the report displays, the following options are available: Choose Current
Inquiry Print Quit
to return to the current period version of the report. to perform a statistical inquiry. See the discussion below entitled Inquiry Feature. to print the report. to exit the screen and return to the Main Menu.
Inquiry Feature
When you choose Inquiry, the following options display: Daily, Stats, and Manual. Use these options to view the following types of calculations:
Daily: This inquiry shows figures calculated for a day you specify, for four areas of your businessreceivables, payables, sales orders, and purchase orders. Also included are projected ratios for accounts receivable and inventory days and turn. Stats: This inquiry shows quantities and dollar amounts calculated for a
period of time you specify, on a cumulative or average basis for the following areas of your business:
AR Billings AR Receipts Non-AR Receipts Cost of Goods Sold $ Sales to New Customers Orders Entered Line Items Shipped Payables Payments Purchase Orders Purchase Order Receipts
Manual: This inquiry enables you to forecast and compare the dollar amount of your companys billings or payables with another dollar amount that you enter.
Each of these options is explained below. Daily When you choose Daily, you see this prompt:
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Please enter report date Enter or accept the date for which you want to generate the report. You see a report similar to the one shown.
Figure 1-25
Choose Print
Quit
to print a copy of the Daily Report. to return to the Business Status Report.
For purposes of these ratios, period-to-date equals month-to-date. If your accounting period is not equal to a calendar month, the results of the calculations will not be accurate. Also, the accuracy of the projected ratios directly corresponds to the amount of fluctuation in your business (for example, the ratios will be less accurate for businesses with large seasonal fluctuations in sales).

The program uses the following formulas (where Projected Days is calendar days, rather than working days) to calculate the ratios:
Days AR: Current Total Accounts Receivable Balance Projected Days Sales 365/Days Current Total Inventory Value Projected Days COGS 365/Days Invt
AR Turns: Days Invt:
Inventory Turns:
Stats When you choose Stats, you see this prompt: Please enter report date Enter the date for which you want to generate the report, or accept the default system date. You then see this prompt: Working days so far this period Enter the number of days that your business has been open during the current period, or accept the default calculated by the program. You see
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a report similar to the following:
Figure 1-26
The report initially shows the cumulative quantity and dollar amount figures per transaction for the date you entered and for the period-to-date. Choose Daily to see figures for the same transactions calculated as daily averages. The report shows the daily average quantity and dollar amount figures for the date you entered. You also see the prior daily average quantity, dollar amount, and total dollar amount figures per transaction. The program calculates the averages as follows:
Prior Daily Avg: PTD values - Current Days Values # of Working Days So Far This Month - 1
Depending on how many ACCPAC applications you have installed, this report can take several minutes to calculate.

Manual Forecast When you choose Manual, you see the following prompt: Please enter report date Enter or accept the date from which you want the program to project. You see a grid with these options: Workdays (Through Today) Enter the number of days your business has been open during the current month. Workdays (Total this Month) Enter the total number of workdays in the current month. Compare (Billings/Payables) Press B to compare your forecast with period-to-date billings. P to compare your forecast with period-to-date payables. Amount Enter the amount for which you want to calculate this forecast. For example, say that todays date is December 1, 1993 and you want to do a manual forecast for the month of December. You want to project your sales through the end of the month and then compare those figures with projected billings. Follow these steps to do the forecast: 1. At the prompt that asks you to enter the report date, enter 12/01/93. When the option grid appears, press <Enter> twice to accept the defaults for the first two options. The program automatically calculated the number of working days that had occurred so far in March, and the total number of working days in the month of March.
2.
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3. Press B to compare the amount you entered and your companys billings. Finally, enter 40554.00 for the final option on the grid, which is the amount of your total sales for March 1st.
4.
You see a display similar to this:
Figure 1-27
Choose Edit
Quit
to change your entries in the option grid. to quit to the dialog box where you can make another selection.
4.14 Property Tax Report
4.14 Property Tax Report

This report lists the equipment for which you may be liable for property tax. You can generate the report for one tax district (county) or all counties. Choose Property Tax Report from the Print menu, then complete the following options on the grid that displays. Tax District Enter the tax district for which you want a report or leave the field blank to see a report for all districts. As of Enter the date through which you want to produce the report or press <Enter> to accept the default date shown.
Figure 1-28
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4.15 Labels
4.15 Labels
In addition to bar code labels, RCMS prints five other types of labels: Customer Mailing Labels: Shows the customer contact person, the contacts title, the company name, and address. Customer Labels For Folders: Shows the customer, company name, the contact for that company, and the contacts phone number. Shipping Address Labels: Shows the invoice number, the company name, and shipping address. Master Item Labels: Shows the master item ID number, description, manufacturer, and model. Contract Folder Labels: Shows the customer number, company name, contact name, and phone number. To print labels, choose Labels from the Print menu. Next, choose one of the printing options from the Labels submenu: Labels As Entered Labels For One Record Selected Labels Labels For All Records Modify Label Form. The fifth option, Modify Label Form, accesses the FoxPro label editor allowing you to change the size and position of your labels. If you want
4.15 Labels
to make changes to the default format of your labels, you must choose this option before choosing one of the four printing options. See Modifying the Label Form on page 676 for more information about this option. If you choose Labels for One Record, Selected Labels, or Labels for All Records, a second submenu displays. Choose the label type you want to print. Next, depending on the option you chose at the Labels submenu, you proceed as follows.
Labels as Entered
When you choose Labels as Entered, a grid appears with this option: Number of Labels Enter how many of each label you want to print. After you make your entry, a small text box displays on the screen. Enter the exact text for each line of the label. (You do not have to use all of the lines.)
Labels for One Record
When you choose Labels for One Record, choose the type of label you want to generate, then complete the following steps for each type of label. Customer Mailing and Customer Folder Labels When you choose to print Customer Mailing or Customer Folder labels, an option grid appears. Number of Labels Enter how many of each label you want to print. When you enter the number of labels you want to print, you see a customer search box. Enter or select the customer for whom you want to print labels.
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4.15 Labels
Shipping Address Labels For shipping labels, after you have entered the number of labels you want to print at the option grid, you see the following prompt: Enter Invoice/Credit Memo Number Enter the invoice or credit memo number corresponding to the shipping address for which the label is to be printed. Master Item Labels The option grid for master item labels has the following options: Number of Labels Enter how many of each label you want to print. Price or Model Choose Mfg&Model List Sell List&Sell
to include the manufacturer and model number on the label. to include the list price on the label. to include the selling price on the label. to include both the selling price and list price.
When you complete the grid, you see a master item search box. Enter or select the master item for which you want to print labels. Contract Folder Labels When you choose to print contract folder labels, after you have entered the number of labels you want to print, you see contract number search box. Enter or select the contract for which you want to print labels.
Selected Labels
When you choose Selected Labels, choose the type of label you want to generate, then complete the following steps for each option. Customer Mailing and Customer Folder Labels When you choose to print Customer Mailing or Customer Folder labels, an option grid appears.
4.15 Labels
Number of Labels Enter how many of each label you want to print. Order By Select Number Company Zip
to sort labels by customer ID number. to sort the labels by company name. to sort the labels by zip code.
Beginning Cust # Ending Cust # Enter IDs in either or both fields to print labels for customers whose customer IDs fall within that range. Cust Misc Code Enter one or more characters in this field to print labels only for customers whose miscellaneous codes begins with those characters. Shipping, Master Item, and Contract Folder Labels When you choose to print shipping, master item, or contract folder labels, complete the option grid exactly as you would if you were printing a label for a single report. See Labels for One Record on page 673 for field descriptions for each option grid. When you get to the bottom of the option grid for printing selected labels, a dialog box appears on the screen with the following prompt: Label Selection Expression: This step is optional; you can skip it by pressing <Esc>. If you are familiar with database selection expressions, however, you can enter any valid expression that selects a specific set of records. For example, entering YTDSLS > 1000 when printing customer labels selects all customers who have more than $1000 in sales this year. (For
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4.15 Labels
character fields, such as CITY or STATE, the expression you enter must be enclosed in quotation marksfor example, CITY = Portola.) For more information on selection expressions, see your database managers manual. For a list of the fields in the customer file (ARCUSTnn.DBF, ARMASTnn.DBF), see the System Manager on-line Data Dictionary.
Labels for All Records
When you choose Labels for All Records, choose the type of label you want to generate, then complete the following options that appear on the grid as you would if you were generating selected labels. See Selected Labels on page 674 for field descriptions for each option grid.
Printing the Labels
When you finish entering the information for the option you chose, you see a final set of menu options: Choose Sample
Print Edit Cancel
to print an alignment test pattern. to begin printing. to change any responses you made. to quit without printing.
Modifying the Label Form

If you want to modify either the content or the layout of the labels that RCMS prints, choose Modify Label Form from the Labels submenu. Next, choose the type of label that you want to modify from the submenu that appears. After you choose a label type, you see a warning message that tells you not to modify labels if there are any other active users. If no other users are printing labels, choose Modify.
4.15 Labels
Changing the Label Layout To change the value of a label field, position the cursor on an existing value and type the new value. If you are not using a mouse, you can move from field to field by pressing the <Tab> key. Remarks: Enter any note here that helps you identify this modified label. This field does not affect the labels layout or content. Margin: Enter the width of the left margin, which is the space between the edge of your label form and where the label starts printing. You may enter a value between 1 and 220. The default value is zero. Width: Enter the width of the label. You may enter a value between 1 and 255. The default value is 35. Height: Enter the height of the label. You may enter a value between 1 and 255. The default value is 5. Number Across: Enter how many labels across there are on your label form. You may have up to 120 labels across on a page. The default value is 1. Spaces Between: Enter the number of spaces between each horizontal label. You may enter a value between zero to 120. The default value is zero. Lines Between: Enter the number of lines between each vertical label. You may enter a value between zero and 120. The default value is 1. When you create a layout for a label, make sure that its dimensions do not exceed the capability of your label forms or printer. Changing the Label Content If you want to change the content of a label, position the cursor within the label box, then edit it to include the fields and selection expressions that you want. When you finish modifying a label, press <Ctrl>-W to save your work, or <Esc> to cancel.
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4.16 Bar Code Labels

RCMS allows you to print bar code labels for one item or a specified group of items. Choose Bar Code Labels from the Print menu. You see this prompt: Print barcode labels in batch or individual mode: Choose Batch
Individual Cancel
to print a group of labels to print one label. to return to the Print menu.
Batch Barcode Labels
When you choose Batch, you see the following prompt: Print Asset Item, Master Item, or Package labels? Select Asset Item Master Item Package to print barcode labels for asset items. to print barcode labels for master items. to print barcode labels for packages.
When you choose which type of barcode label to print, you see grid with the following options: Print Only Select New Reprint Both
to print new labels. to reprint labels. to print reprint and new labels.
Reprint For If you are printing new labels, leave this field blank. If you are reprinting labels, enter the date that the original labels were printed.

Order By Select Asset ID Barcode Master ID Package ID Stock Location
(for asset item labels) to sort the labels by asset items ID. to sort the labels by barcode ID. to sort the labels by master item ID. (for package labels) to sort the labels by package ID. to sort the labels by stock location.
Copies Enter the number of copies (up to 99) you want to print of the labels. Status Select All In Stock Rented Sold Leased In Service
to print labels for all items, regardless of status. to only print labels for available items. to only print labels for rented items. to only print labels for sold items. to only print labels for leased items. to only print labels for in service items.
Mast Type (Only for master item labels.) Select All to print bar code labels for all master item types. Asset to print labels only for asset type items. Quantitied to print labels only for quantitied items. Nonstock to print labels only for nonstock items. Delivery to print labels only for delivery type items. Pickup to print labels only for pick-up type items. Labor to print labels only for labor type items. Deposit to print labels only for deposit type items. Stock Location Enter a stock location to print labels for only those items at that location. Master Item Enter IDs in either or both of these fields to print labels only for master items with IDs in that range.
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Asset Item (Only for asset item labels.) Enter IDs in either or both of these fields to print labels only for asset items with IDs in that range. Label Size (Only for asset item labels.) Choose Small to print small labels. Medium to print medium labels. Large to print large labels. Item ID (Only for asset item labels.) Select Serial No. Misc. Code Model No. Package ID (Only for package labels.) Enter IDs in either or both of these fields to print labels only for packages with IDs in that range. Level (Only for package labels.) Choose Package Components When you complete the last option, select from these options at the top of the screen: Choose Proceed to print the labels. Edit to edit your entries. Cancel to quit without printing labels.
Individual Barcode Labels
When you choose to print Individual bar code labels, you see the following prompt:

Print Asset Item, Master Item, or Package labels? Select Asset Item Master Item Package to print barcode labels for asset items. to print barcode labels for master items. to print barcode labels for packages.
When you choose which type of barcode label to print, you see grid with the following options: Entry Type Choose Manual
to manually select the item or package for which you want to print barcodes. Barcode to choose the barcode to print by scanning it.
Copies Enter the number of copies (up to 99) you want to print of the label. Label Size (Only for asset item labels.) Choose Small to print small labels. Medium to print medium labels. Large to print large labels. Item ID (Only for asset item labels.) Select Serial No. Misc. Code Model No. When you complete the last option, select from these options: Choose Proceed to print the label. Edit to edit your entries. Cancel to quit without printing the label.
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4.17 Mail Merge
4.17 Mail Merge

The Mail Merge Processing option on the Print menu lets you create a comma delimited open receivables text file that you can merge with collection letters generated with any word processing software. Choose Mail Merge Processing from the Print menu, then complete the following option on the grid that displays. Age From Select Due Date Invoice Date
to age items by their due date. to age items by their invoice date.
Order By Select Customer number Zip code
to sort the items by customer number. to sort the items by zip code.
Customer Number Enter one or more characters to see items only for customers whose customer numbers begin with those characters. To only see items for one customer, enter that customers number. Cust Misc Code Enter one or more characters to see items only for customers whose miscellaneous codes begin with those characters. 1st Period 2nd Period 3rd Period 4th Period Enter the numbers of days by which to group the aged accounts. You can accept the default aging periods, which are 30, 60, 90, and 120 days; or you can enter your own cutoff points in increasing order from top to bottom.
4.17 Mail Merge

Lower $ Limit Enter the lowest dollar amount credit limit for which to include items. When you move past the last option on the grid, select from the following options: Choose Proceed to proceed with the mail merge. Edit to edit your entries on the option grid. Cancel to return to the Main Menu.
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4.17 Mail Merge
Linking to General Ledger

5.1 5.2 5.3 5.4 5.5 Understanding Linking Setting up the Link Adding and Changing Linking Codes Multiple Site Inventory Transfer Releasing Transactions to General Ledger
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5.1 Understanding Linking

Linking RCMS with General Ledger lets you accurately account for your companys rental charges and receipts. The program does this by transferring dollars from one General Ledger account to another at various points.
What are Linking Codes?
In order to transfer RCMS account totals to General Ledger, you have to tell the program which General Ledger accounts to debit and credit for various kinds of transactions. You do this by establishing one or more linking codes. These are three-letter codes that stand for a particular group of General Ledger accounts. Together, these linking codes make up the linking code file. You must have at least one linking code to be linked. However, you can set up as many linking codes as you like, each one referring to a different group of General Ledger accounts. For example, you could set up different codes for rental contract receipts and sales contract receipts, or for sales of different asset items. The following figure shows an example of a linking code. The code entered on the Change Setup Information, System Settings screen (in this case the DEF linking code) is the code used by the program if no other is specified.
Figure 1-1
Account Numbers
The General Ledger account numbers for the linking code shown in Figure 5-1 have three segments: The first segment, 5 digits, is the account number. The second segment, 3 digits, is the department. The third segment, 4 digits, is the product line. For example 11030-010-1000 translates as Accounts Receivable, Domestic, Hardware. The number of segments an account number has and the definition of each segment is defined by the user when you add a company in System Manger. See the System Manager Appendices for more information.
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Each General Ledger account number also has an account type. Account Types Each account type in the linking code pertains to a different aspect of the rental or sales process. Cash and Accounts Receivable accounts track money that your customers owe and pay to you. Income and Tax accounts record your revenue from rentals and sales transactions, as well as the tax you owe to the government on those transactions. Inventory and Cost accounts track the value of your inventory and the costs of the inventory items you rent or sell. The account type is defined by the user when accounts are added in General Ledger. See that applications user manual for more information. RCMS lets you define multiple linking codes to track different transaction types for the same account types. Using Multiple Linking Codes One way to use multiple linking codes is to track income for different types of transactions or customers. For example, some of the account numbers in the sample linking code shown in Figure 5-1 have a threedigit department segment of 010 to track domestic transactions. A different linking code might use the same account numbers but with a department segment of 020 for international. If you do not want to track domestic and international sales separately, but do want to separate rental income from sales income, you could set up your General Ledger accounts with the same department extensions, but define 010 as Rental Customers and 020 as Sales Customers. You can also set up special linking codes to deal with transactions that have no affect on inventory.

Using Special Linking Codes Rental Control Management System lets you create special linking codes for special transaction types, such as customer deposits, delivery charges, service or labor charges, and other transactions that have no cost of goods sold associated with them. When you create a linking code for one of these transaction types, the only General Ledger accounts you want the program posting to are the New Sale Income Account and the offset to Accounts Receivable. The New Sale Income Account is the key account for transactions with no cost-of-goods-sold. Postings to this account do not affect inventory. Deposits When you set up your linking codes, you need to define a separate code for customer deposits. The RCMS sample company 99, Professional AV Rental Inc., has such a code, named DEP. When you enter the account numbers for such a code, use income/sales accounts that you set up specifically in General Ledger for posting noninventory revenue.
How Does the Program Know Which Linking Code to Use?
At several different points in the program, Rental Control Management System lets you specify which linking code to use. For example, you can enter a different linking code when you add customers, master items, and packages or when you enter a manual invoice. The following discussion describes how the program decides which linking code to use. When you create a contract or enter a manual invoice, the program uses the linking code entered in the customer file if it is different than DEF (or the linking code entered on the System Settings screen).This linking code is brought into the contract header and drives the accounts receivable posting only. The postings to income, expense, and cost of goods sold accounts are determined by the linking code associated with the package or item brought into the contract.
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5.2 Setting up the Link
Setting up the Link to GL
You can only link RCMS to ACCPAC General Ledger Professional Series. If you have an earlier version of ACCPAC General Ledger, contact the ACCPAC Sales Department for information on upgrading to Professional Series. Follow these steps to link RCMS with General Ledger: 1. Install RCMS and General Ledger, if you have not done so already, and set up the company you will be linking in both programs. Establish your chart of accounts in General Ledger and print out a copy to use as reference when you enter the linking codes. Next, figure out which general ledger accounts you want to use for the default linking code. (You only need to set up the default linking code to start.) If these accounts do not exist in General Ledger, enter that program and create them.
2.
See your General Ledger user manual for instructions on adding account numbers. 3.
Exit General Ledger and start Rental Control. Go to the System menu and choose Change Setup Information.
4.
Choose System from the Change Setup Information submenu. Press Y (or press the spacebar to select Yes) on the Link to Ledger? field, then press <Enter>.
5.

6. If you set up more than one company for General Ledger, a windows displays a list of General Ledger companies.
Use the up or down arrow keys to place the highlight on the General Ledger company with which you want to link, then press <Enter> to select that company. You can link your RCMS company to any General Ledger company. 7. In the Default GL Link Code field, enter the linking code that you want RCMS to use when no other code is specified.
See How Does the Program Know Which Linking Code to Use? on page 689. 8. Press <PgDn>, then choose Save from the options at the top of the screen. Next, you see the first of two screens where enter the General Ledger account numbers that you want posted to when you use this linking code.
9.
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Figure 1-2
If you choose not to copy data from another company when you added this company, the Description field is blank and the account numbers all display zeros. 10. Choose Edit. Change the codes Description if you want, then use a copy of your General Ledger chart of accounts to accept (press <Enter>) or fill in the account numbers for the default linking code. When you complete the fields on the first screen, choose Save. When the second Maintain Linking Codes screen displays, enter or accept the numbers for those accounts. When you complete the fields on the second screen, choose Save. Choose Exit to return to the RCMS Main Menu bar.
11.
12.
13.
14.
5.3 Adding and Changing Linking Codes

If you want to enter additional linking codes, use the instructions in the next section, entitled Adding and Changing Linking Codes. If you have already established your companys customer, master item, and package records and if any of them should have a linking code other than the default, go back and change the linking codes for those records using the Maintain menu.

You must enter a default linking code when you link RCMS with General Ledger. You do this when you create the company, or later using the Change Setup Information option on the System menu. See Setting up the Link on page 690. Use the instructions in this section to add new codes or to edit codes that already exist. Adding New Linking Codes To create linking codes in addition to the default code, follow these steps: 1. Choose General Ledger Link Codes from the RCMS Maintain menu.
The General Ledger Link Codes option is only available from the Maintain menu after you link Rental Control Management System to General Ledger. You see the following screen.
693
Figure 1-3
2.
Enter the three-character code for the linking code you want to add. When you add a linking code that does not exist, you see a dialog box with this prompt: Link Code not found: [Linking Code]
3. 4.
Choose Add to add the new linking code. Enter a description of the new code, then enter the first screen of account numbers for that linking code. The program checks your entries against the General Ledger chart of accounts and alerts you if any of the account numbers you have entered are invalid.
The program displays the description for each valid account, so you can verify whether the account you entered is the right one.

5. When you complete the last field on the screen, choose Save to save the new link code and the first screen of account numbers.
If necessary, choose Edit to edit the account numbers or choose Cancel to exit the screen without saving the new linking code. 6. When you choose Save, the second screen of account numbers that will be associated with the new code displays. Complete the second screen of the account numbers for the new linking code. When you reach the bottom of the screen, choose Save to save the second screen of account numbers and return to the first Maintain Linking Codes screen Choose Exit to return to the RCMS Main Menu bar.
7.
8. Viewing or Changing Linking Codes
You can view or change linking codes in a similar manner. Choose General Ledger Link Codes from the Maintain menu. Enter the three-character code for the linking code you want to view or change. The system fills in the account numbers for the linking code you entered. The following options are available at the top of the screen: Choose Select
Forward Back Edit Delete 2nd Screen 1st Screen Exit
to select a different linking code. to see the next linking code in the file. to see the previous linking code in the file. to edit the link code. to delete the selected code. (Only displays if you are on the 1st screen.) to display the second screen of account numbers. (Only displays if you are on the 2nd screen.) to display the first screen of account numbers. to return to the Main Menu bar.
695
5.4 Multiple Site Inventory Transfer

In order to maintain the audit trail, you cannot delete a linking code or edit any field but the Description if the code has been used for RCMS transactions. If you choose to edit the linking code, choose Save when you finish with any changes, then choose Exit.

Inventory can be transferred between up to 10 independent branch locations. Multiple RCMS installations linked to a ACCPAC Pro Series General Ledger, can generate their own Profit and Loss Statements, Balance Sheets, and management reports, which makes each location a true independent profit center.
Transferring Inventory
When an asset is transferred from one location to another using the Multiple Site Inventory Transfer, the assets book value comes from the first locations Balance Sheet and is added to the receiving locations Balance Sheet. The assets depreciation information travels with the asset and begins creating depreciation expense for the new locations Profit and Loss statement upon arrival. Previous depreciation expense is left behind on the original locations Profit and Loss statement. When headquarters consolidates financials, the transfer is a wash transaction on the consolidated corporate balance sheet; but, each locations balance sheet properly reflects the value of its own inventory. Each locations depreciation expense is properly allocated to the appropriate Profit and Loss Statement and remains there despite the transfer. Asset availability at remote sites can be checked via a remote dial in (such as pcAnywhere) usually using POTS or the Internet lines provided by the phone company; remote node access via a remote node server (such as Citrixs WinFrame) using something like Frame Relay

or fractional T1 links; or over a Wide Area Network (WAN) using T1, microwave, Laser, or ATM. While the code for the Multiple Site Inventory Transfer feature is contained in RCMS, you will need a pass code to enable the feature. Because this feature assumes multiple, independent installations of RCMS tied together by a common installation of ACCPAC Pro Series General Ledger. This feature is offered only to those clients with multiple RCMS licenses. Please call Offshore IT Solutions for your pass code or to make arrangements for additional licenses as appropriate. Multiple Site Inventory Transfer System Settings RC Companies 1-9 may be used for inventory site transfers. At the RCMS Main Menu, choose Change Setup Information from the System menu. Next, choose System to access the System Settings Screen. Set the Inventory Transfers toggle to Yes to indicate the company will use site transfers. You will be asked to enter your multiple site activation key. When creating a new company, set the System Assigned Numbers (Master Item ID, Asset Item ID, etc.) to the proper range for the company being added (Company 01 - 100000, Company 02 - 2000000, etc.) Using different Master Item ID and Asset Item ID ranges assures that these ID will not be duplicated by any other location. Please note that these IDs must never overlap. Maintaining Link Codes If RC is linked to GL, maintain link codes and enter the account number used for inter-company inventory transactions. Enter the account number in the second screen under Inventory Receivable. The account number must have already been added to the GL chart of accounts (see the General Ledger manual for details).
697

Maintaining Remote Site Companies 1. Add the remote site companies you will be transferring inventory to and from. 2. Enter the paths used for transferring data to and from remote sites.
For example, if you transfer data using diskettes, enter A: for the path names. When you add a new site, two directories are created for maintaining transfer information. For example, if you are adding site 02 from RC company 01, directories RC0102 and RC0201 are created. Adding New Master Items When a new master item is added at your site, a master item transfer record is automatically added to the transfer files for each remote site. The next time data is transferred to remote sites, a new master item record is added at each site. It is recommended that one person be responsible for adding master item records for all sites so that the same item does not get added with different master item numbers at different sites. Maintaining Transfer Orders 1. To add an item to be transferred, select Issue. 2. 3. Select the receiving site from the browse list. Now select Add.
Items are selected and added to the transfer order in a way similar to adding items to a contract. An item that is not currently available or is on a future reservation may not be added to a transfer order. 4. Enter the shipment date and time and, for Quantitied Master Items, enter the quantity to transfer.

5. Continue to add or remove items from the transfer order and then select Save.
All items added before selecting Save will have the same batch number. The items just added to the order will not appear in the transfer order browse at your site. Only items that have been updated from remote sites but have not yet been received into your inventory show in the browse. 6. To see the items just issued, select Search Filter from the Search menu. You can set the transfer status toggle to see the items issued from your site.
If you set the toggle to All, you will see all transfers except for voided transfers. To see voided transfers, set the toggle to Voided. 7. To print the transfer order for a batch, highlight any item in the batch and select Print.
Transfer Inventory To or From Remote Sites 1. To ship the items you have issued, select Ship Transfers from the Transfer To/From Remote Sites menu. The system will create a set of transfer files for each site for which transfers have been issued. A sequential counter is used in naming the transfer files and a notice will appear showing the current counter. The items you ship have a status of S (Shipped) and may be viewed by changing the Search Filter when maintaining transfer orders.
699

2. When you are ready to transfer files to a remote site, select Copy To Transfer Disk. Select a remote site from the menu list.
If you are using diskettes, be sure to insert a blank diskette in the drive before selecting the remote site. 3. When you receive a transfer diskette from a remote site, insert the diskette in the drive whose path you specified when maintaining remote sites. Select Update Transfers. The system will copy the data from the transfer disks to the transfer maintenance files. When you maintain transfer orders, these items will appear in the transfer order browse with a status of U (Updated.) To receive an item or batch of items into your inventory, go to Maintain Transfer Orders and select Receive. Enter the Receiving Date and Time. If you are tracking stock locations, you are asked to enter stock locations. Items that have been received have a status of R (Received.)
4.
5.
Printing The Site Transfer Report
To print the site transfers report, select Site Transfers from the General Inventory Reports menu. If the first sort order in the report option grid is set to Site, the report is grouped by site with subtotals by site.
Purging Old Site Transfers
The purge routine should be run periodically to remove old data from your transfer maintenance files. Select Purge Remote Site Transfers from the Utilities menu. You may select to delete archive files.
5.5 Releasing Transactions to General Ledger

When data is copied to transfer disks, the source files are renamed. For example, the asset item transfer file is renamed from XITMmmnn.DBF to ZITMmmnn.DBF. Archive files have a Z prefix and would only be used in case a diskette were lost.

Once you set up the link to General Ledger, you see a new option on the Transaction menu: Release to General Ledger. You should use this option at regular intervals that correspond with data entry cycles. Because only a net total per account is transferred to General Ledger, the more often you release information, the more detailed your transfer audit trail will be in General Ledger. At the very least, you should release information to General Ledger immediately prior to closing the period.
Any information that you entered in the program prior to linking to General Ledger will not be transferred. You must make journal entries in General Ledger to account for prior transactions.
Use the following procedure to transfer RCMS data to General Ledger: 1. Choose Release to General Ledger from the RCMS Transaction menu. You see a dialog box with the following prompt: Do you want to print a Posting Register? This report shows the amount debited or credited from each general ledger account by that group of postings.
2.
701

Choose Summary
Detail No
to see only the total amount posted to each general ledger account. to see individual transactions posted to each account. if you do not want to print a Posting Register.
You can also view summary and detail transaction distributions by choosing Browse GL Link Files from the Utilities submenu. See Using the Utilities Submenu on page 553. 3. Regardless of whether you choose to print the Posting Register, you see the following prompt next: Ready to release entries as a summary posting to the General Ledger? Choose Proceed
Cancel
to release RMCS entries to the General Ledger. to cancel the procedure.
4.
The next time you use General Ledger, choose Update from External Files from the Transaction menu. The program checks for the information you released from RCMS and posts it to your general ledger.
Index
Numerics
1099 form 170 1099s, printing 170
A
Account types, understanding 272 Accounts Receivable Option grids 43 Active user list, F5 key 47 Active/Nonactive master items 185 Adding Asset package details 233 Comments 263, 504 Comments to an invoice 507 Comments to invoices 503 Companies 71 Company information 71 Credit applications 137 Customers 120 Inventory items 178 Invoice comments 503 Leasing companies 55, 257 Linking codes 693 Locations 177 Manufacturers 52, 166 Master items to a quote 349 Master package details 247, 255 New tax districts 117 Pricing information 51 Rental contracts 390 Rental quotes 280 Rental Rate Factors 115 Rental reservations 368 Sales tax districts 116, 118 Sales/lease contracts 430 sales/lease contracts 430 sales/lease quotes 333 sales/lease reservations 386 Serial packages 230
Suppliers 52, 218 Vendor records 168 Vendors 52, 168 Adding Master Item Rates 212 Adding Master Items Adding Master Item Transfers 213 Address/delivery information 288 Applications Deleting 112 Applying credits to invoices 514 Approved Discount/Adjustment 663 Approved to Pay 663 Approving credit applications 458 Approving orders 460 AR Link Code 432 Asset Acquisition Report 622 Asset Disposal Report 623 Asset Item Usage Report 620, 630 Asset items 21 Adding to packages 233 Availability 92 Deleting 226 In service 539 Inquiries 226 Lease rates 228 Rental rates 227 Subrented 218 Asset Package 217 Asset package Pricing 238 Asset Packages 23, 24 Availability 92 Asset packages Adding details 233 Daily rental rate 239 In service 541 Inquiry 575 Asset Reacquisition Report 624 Assigned salesperson 129
Assigning Customer codes 122 Assigning work orders 484 Automatic printing of invoices 545 Automatic recalculation, Business Status Report 664 Automatically generating work orders 472 Availability 92, 187, 375, 439 Availability, check package 242 Availability, checking 313 Available credit 172 Available for 217, 247, 255
B
Balance forward statement type 128 Bar code printing 104 Barcode Hardware 17 Barcode labels 236, 374, 439 Printing 678 Barcodes Item descriptions on 105 Label size 104 Printing 221 Using to record returns 422 Base Rate 83 Beginning balances 55 Billing 87 Frequency 284, 395 Billing Type 77 Billing type 283, 394 Default 77, 129, 134 Billings, generating 491 Browse lists 46 Browse, customizing 91 Browsing master files, F3 key 47 Building new details 470 Business Status Report 660 and SBT Accounts Payable 662
RCMS-Index
and SBT Accounts Receivable 662 and SBT Purchase Orders 663 Automatic recalculation 664 Calling with F8 key 48 Forecast 664 Forecost Inquiry 665 The bottom line 663 Business type 125 Buyer 171 Buyout Maximum percent to accrue 89 Percentage of rent to apply 89 Checking availability 242, 313 Checklist, setup 66 Checks & payments inquiry 568 Choosing records 37 Class 23, 186 Closing the period or year 552 Closings Pre-closing checklist 552 Comment 173 Comments 128, 142, 285, 295, 396 Adding 263, 504 Changing 321, 412, 445 Placing on invoices 503 Printing on statements 551 Commissions 99 Rental 99, 100 Sales 99 Companies Adding information 71 Changing information 556 Deleting 112 Company information Changing 112 Company name 74 Company number 74 Completing work orders 487 Configuration work orders 367, 473 Confirmation level 90 Confirming orders 326, 361 Contact 126 Contract 282, 336, 393, 432 Sales discount 285, 396 Contract addendums, printing 421 Contract begin time, default 86 Contract numbers, starting 76 Contract Report 591 Contract terms 103 Contracts Adding rental 390 Adding sales/lease 430 Address/delivery information 288 Billing frequency 284, 395 Billing type 283, 394 Comments 285, 295, 396 Default Price Level 295 Default schedule 291 Entering open 265 Identifying discrepancies 555 Payment type 285, 396 Printing 542 Purchase order # 288, 400 Quote hold period 86 Rental credit for buyout 284, 395 Rental discount 285, 396 Rental terms 284, 395 Sales tax district 290, 402 Signature line 103 Terms 286 Warranty type 285, 396 Conversion Building new details 470 Conversion types 463 Converted orders, Viewing 471 Converting quotes, reservations, contracts 463 Cost of goods sold 689 Cost of Goods Sold (COGS) Journal 597 Credit application Status 138 Credit applications Approving 458 Entering 137 Verifying 457 Credit hold 132 Credit limit 131, 137, 171 Credit limit, exceeded 500 Credit memos 60 Applying automatically 516 Applying to invoices 514 Current period, voiding 517 Detail 513 Entering 508 Header information 509 Manual 512 Printing 517 Terms 511 Voiding 517
C
Calculator, F9 key 48 Cash receipts 60 Entering 518 Posting as credits 521 Reversing 60, 523 Cash Receipts Register Report 584 Cash sales 123 Cash sales, recording 502 Category codes 497, 511 Changing Billing, Address, Comments, Deposit, or Status 321, 412, 445 Comments on invoices 507 Customer codes 124 Default scheduling 320, 356, 380, 412, 445 Header information 506 Invoices 506 Item quantity 308 Linking codes 693, 695 Password 558 Quotes 308 Rental Reservations 379 Sales/Lease quotes 355 Ship-to address 498 the system date 557 Vendor records 175 Work order assignments 486 Work orders 489 Check boxes 34
ii Rental Control Management System
Credit reports path and file extension 81, 138 Current balance 134, 172 Customer Billing type 283, 394 Comments 128 Deposits 131, 283, 394 History 552 Terms 285, 336, 397, 433 Type 128 Customer codes Assigning 122 Three-character 122 Customer codes, three-character 168 Customer file Using selection expressions to print labels from 676 Customer File Listing 646 Customer Ledger 587 Customer number 125 Customers Adding 120, 495, 509 Beginning balances 55 Credit applications 137 Credit limit 131 Entering beginning balances 265 Entering year-to-date sales 121 History 565 Inquiries 564 Keeping sales history 134 Notes 135 Open credit balance 135 Payments inquiry 565 Personal information 143 Selecting 509 Setting up 51 Terms of payment 132
D
Data entry 46 Database manager Using selection expressions in printing labels 675 Default
Billing type 129, 134, 283, 395 Contract begin time 86 Leasing company ID 80 Payment type 89 Technician 89 Default control account Vendor 172 Default expense account 172 Default linking code 686 Default printers 505 Default schedule, Verifying the 328 Default scheduling 437 Deleting Applications 112 Asset items 226 Companies 112 Items or packages from quotes 310 Linking codes 695 Vendor records 175 Work orders 490 Delivery Address, Changing 321, 412, 445 Delivery area 118 Delivery text 104 Delivery type Rental 89 Sales/Lease 89 Delivery/pick-up inventory type 53 Deposit inventory type 54 Deposit Journal 596 Deposit, delivery, Labor linking codes 689 Deposits 54, 87 Recording their return 427 Returning partial 88 Deposits, customer 131, 283, 394 Depreciation life 195, 196 Depreciation method, selecting 195, 196, 208 Depreciation Report 625 Depreciation, calculating 532 Details
Adding asset package 233 Adding master package 247, 255 Dialog boxes 38 Dialog boxes, using 38 Discounts 133, 497, 511 Payment 503, 521 Rental 133 Displaying reports 581 District, sales tax 496, 510 Due Back Report 643 Dun & Bradstreet 81, 138
E
Editing Linking codes 695 Vendor records 175 End date and time 294, 372, 405 Enter Default scheduling information 291, 341, 370, 404 Entering Cash receipts 518 Credit applications 136 Manual invoices 501 Open contracts 265 Quick quotes 281 Quotes, contracts and reservations 280 Sales/Lease quotes 335, 370 Entering beginning customer balances 265 Entity name, Tax Districts 119 Error Manager 558 Escaping from printing 581 Exchanging items 318 Exiting the program 559
F
Factors, leasing company 260 Fax 170 Fax number 126 Features 10 File inquiries 564, 567 File listing Customers 646
iii
RCMS-Index
File Listings Group 651 Package Summary and Detail 649 File listings Leasing Companies 648 Rental rate 648 Sales Tax Districts 652 System Comments 649 File Menu 25 Filter Settings, Selecting 225 Finance charges 130, 530 Cancelling 532 _FINANCE_CHARGE 530 Forecast, Business Status Report 664 Frequency, billing 284, 395 Function keys 46 Future reservations 76, 372, 376, 440
H
Hardware Barcode 17 Network 17 Requirements 16 Help 30 Menu 48 Text search 46 Using 48 History Customer 134, 552, 565 Individual record, F4 key 47 Inventory 552 Vendor 170, 567
I
In service status 538 Industry codes 127 Inquiries Asset items 226 Asset package 575 Customer 564 Customer history 565 Customer invoices 566 Customer payments 565 Customer receivables 566 Master package 579 Serial Items 572 Vendor 175, 567 Vendor checks & payments 568 Vendor history 567 Vendor orders 568 Vendor payables 568 Vendor receipts 569 Installing RCMS Planning 19 Timeline 20 Inventory Hierarchy 21 History 552 In service 538 Inventory file 52 Miscellaneous items 54 Quantitied items 54 Receiving quantitied items 184 Suppliers, adding 52, 204,
G
General Ledger Default linking code 686 General Ledger Journal Report 598 General Ledger Link Codes Report 652 Generating billings (invoices) 491 GL Link Code Default 133 GL Link code 75 GL link code 233 Group File Listing 651 Group File Report 651 Group ID 154, 183, 247 Groups 22 Adding 51 Changing Group Information 165 Group notes 160 Pricing 152, 156, 161, 181, 189, 191, 193, 195, 198, 200 Rental pricing 156 Sale pricing 158 Update pricing 161
209, 212, 213 Transferring 696 Transferring between companies 97 Types 53 Inventory items Adding 178 Inventory Master Reports 599 Invoice comments, adding 503 Invoice numbers, starting 76 Invoice Register Report 582 Invoices Changing 507 Changing header information 506 Changing the comments on 507 Comments 263 Detail 59 Discounts 521 Entering manual 501 Laser printing 552 Line item format 103 Number of copies to print 103 Payment discounts 498 Payment priority 171 Payments 521 Pre-printed forms 544 Print settings 102 Printing 417, 450, 544 Printing automatically 545 Printing comments on 263 Reversing 506 Selecting printer to use 505 Terms 497 Invoices Inquiry 566 Invoices, generating 491 Invoices, printing 545 Item type 184 Item Types 184 Items Deleting from quotes 310 Exchanging 318
K
Key changes 124
iv Rental Control Management System
L
Labels As entered 673 Selected 674 Labels Menu 672 Labels, printing 672 Labor inventory type 53 Labor items 53 Laser printing Invoices and statements 552 Last payment 135 Last payment amount 135 Last sale amount 135 Last sale date 135 Leading companies, adding 257 Lease buyout 260 Lease financing 449 Lease rates Asset items 228 Leasing companies Adding 55 Changing on a quote 312, 355, 379, 411, 444 Leasing Companies Listings 648 Leasing Companies Report 648 Leasing company factors 260 Leasing company ID 259 Leasing Company ID, default 80 Leaving the program 559 Link File Browsing 555 Linking Releasing information 701 SBT General Ledger 686 Setting up 690 Understanding 686 Linking code file 686 Linking codes 686 Adding, changing, or deleting 693 Default 686 Editing or deleting 695 Special 689 Specifying 689 Using different 689
Linking codes for non-COGS transactions 689 Linking to SBT General Ledger 75 List current users, F5 key 47 Lists, using 39 Location, package 185 Login 557 Logout 557
M
Mail Merge 677 Mail Merge Processing 682 Maintaining locations 177 _MANUAL_INVOICE 501 Manual invoice receipts 503 Manual invoices 501 Notes 502 Manual, using this 15 Manufacturer 187, 232, 247 Asset Item 217 Manufacturer serial numbers, Entering 220 Manufacturers Adding 52, 166 Master Administration Report 602 Master files, displaying 47 Master item Sales prices 191 Used price 192 Master Item ID 182, 247 Master Item Notes 202 Master Item Options 203, 222 Master Item Pricing (Used) Report 607 Master Item Pricing Report 604, 605 Master Item Qty/Cost Report 603 Master item quantities, resetting 554 Master Item Rental Rate Report 604 Master Item Reorder Report 608 Master Item Supplier Report 611 Master Item Usage Report 612, 620, 630 Master Item Vendor Pricing Report 609 Master Item, starting number 77
Master items 22, 302 Active/Nonactive 186 Adding Asset items 204 Adding to a quote 349 Availability 92 Cost 189 Current 185, 187 Daily rental rate 189 Master package Pricing 252 Master Packages Adding details 247, 255 Master packages 24, 298, 345, 407 Availability 92 Inquiry 579 Master Rerent Report 600 Menu bar 25 Menu options, selecting 31 Menu settings 31 Menus Labels menu 672 Selecting options 31 System 556 Menus, Using the 25 Message Center Using 559 Minimum order quantity 211 Miscellaneous code 128, 171, 217, 220 Miscellaneous items 54 Model Number 217, 247 Model number, manufacturer 187 Mouse, using 31 Multiple site inventory System settings 697 Transferring 696
N
Net Cash Forecast 663 Net due days 133, 498 Terms 172 New Sale Income Account 689 New sales spiff 187 New units 188 Nonstock inventory type 53
RCMS-Index
Notes Manual invoices 502 Numbers System-assigned 76 Changing 558 Payables inquiry 568 Payment discount days 171 Payment discounts 133, 498 Payment inquiry 565 Payment priority 171 Payment type 285, 396, 433 Payment type, Default 89 Payments 521 Applying automatically 520 Period-end closing 552 Personal information, customer 140, 143 Phone 169 Picking list, printer 104 Point of sale credit memos 508 Point of sale invoices 493 Portable Data Terminal 17 Pre-printed invoice forms 544 Pricing Asset package 238 Master package 252 Pricing schedules, adding 51 Prining Level Default customer 131 Printing Barcode labels 678 Barcodes 104 Comments on invoices 504 Comments on statements 551 Contracts 542 Credit memos 517 Credit memos as entered 508 Invoices 417, 450, 544, 545 Invoices as entered 493 Labels 672 Rental quotes 330 Reports 581, 582 Sale/lease quotes 365 Selecting the output destination 505, 551 Privileges, user 50 Process IDs 50 Property Tax Report 671 Proration Information Late returns 78 PTD Billings 662 PTD Cost of Goods Sold 662 PTD Discount/Adjustment 663 PTD Discounts 662 PTD Non-AR Receipts 662 PTD Orders 663 PTD Payables 662 PTD Payments 663 PTD Purchase Order Receipts 663 PTD Receipts 662 Purchase Cost 218 Purchase discount 211 Purchase Order # 288, 336, 400, 433 Purchase orders Inquiries 568 Reports 593 Purging Completed work orders 554 Obsolete quotes 554
O
On-line help 48 Open contracts, entering 265 Open credit balance 135 Open credits 60 Open debits 172, 524 Open item statement type 128 Open POs 663 Open purchase orders 172 Open Receivables Report 588 Open to buy master items 185 Option grids 43 Options, selecting 31 Order increment 211 Orders Confirming 326 Orders, approving 460 Package ID 231, 246, 254 Package ID, starting 77 Package IDs Resetting 554 Package Location 184 Package location 185 Package rates, viewing 244 Package Summary and Detail File Report 649 Package Summary and Detail Report 649 Packages Adding 55 Asset 23, 24 Deleting from quotes 310 Inquiry 575, 579 Master 24 Part number Manufacturer 187 Vendor 211 Partial matches, searching by 37 Passwords
Q
Quantitied inventory type 53 Quantitied items 54, 184 Adding to packages 234 Quantitied items, receiving 184 Quick quote method Using F6 47 Quick quotes 281 Quote hold period 86 Quote shortcut 47 Quotes Adding rental 280 Adding sales/lease 333 Changing 308 Changing the leasing company 312, 355, 411, 444 Check availability 313 Completing 323 Deleting systems from 312 Purging obsolete 554
R
Rates Asset items 226
vi Rental Control Management System
Rates, Viewing 227 RCMS Leaving 559 Starting 69 Reassigning stock locations 424 Recalculating file balances 564 Recalling deleted credit applications 458, 460 Recalling deleted customers 175 Receipts Inquiry 569 Receipts, Manual invoice 503 Receivables inquiry 566 Receiving quantitied items 184 Record status, F4 key 47 Records, choosing 37 Releasing information to SBT General Ledger 701 Remit-To address 102 Rent credit for buyout 284, 395 Rental and Lease Rates, Viewing 227 Rental availability 187 Rental commissions 99 Rental contract returns 421 Rental contracts Adding 390 Rental Control Management System Menus 25 Setting up 49 Starting 69 Rental Journal 595 Rental quotes Adding 280 Adding master items 302, 349 Adding master packages 298, 345, 407 Printing 330 Systems 297, 344, 374, 406 Viewing rates 324 Rental Rate Factor Adding 115 Asset packages 239 Default 113 Group 156
Master items 190 Rental Rate Listings 648 Rental Rates Asset items 227 Proratiing 78 Rental Reservations Changing 379 Rental reservations Adding 368 Rental spiff 187 Rental term 79 Rentals Delivery type 89 Return type 89 Reorder point, new and rental 186 Report Customer Sale History 594 Reports Asset Acquisition 622 Asset Disposal 623 Asset Item Usage 620 Asset Reacquisition 624 Business Status 660 Cash Receipts Register 584 COGS Journal 597 Contract 591 Customer File 646 Customer File Listing 646 Customer Ledger 587 Deposit Journal 596 Depreciation 625, 634 Displaying 581 Due Back 643 General Ledger Journal Report 598 General Ledger Link Coded 652 Group File Listing 651 Inventory Master 599 Invoice Register Report 582 Leasing Companies 648 Master Administration 602 Master Item Overcommitment 614
Master Item Pricing 605 Master Item Pricing (Used) 607 Master Item Qty/Cost 603 Master Item Rental Rate 604 Master Item Reorder 608 Master Item Supplier 611 Master Item Transfer 613 Master Item Usage 612 Master Item Vendor Pricing 609 Master Rerent 600 Modifying 581 Multiple Price Level 614 Open Receivables Report 588 Package Summary and Detail File 649 Pricing Schedules 648 Printing 581 Property Tax 671 Purchase orders 593 Rental Journal 594, 595 Rental Rate Listing 648 Resale Asset Acquisition 640 Resale Asset Disposal 640 Resale Asset Reacquisition 641 Resale Item File 636 Resale Item Valuation 639 Resale to Rental Transfers 626 Return on Asset 641 Sales Journal 596 Sales Tax by District Report 590 Sales Tax Districts 652 Sales Tax Districts Listing 652 Serial Item File 616 Spiffs/Commissions 592 Subrent Asset Acquisition 631 Subrent Asset Disposal 632 Subrent Asset Item Usage 630 Subrent Asset Reacquisition 633 Subrent Due Back 634 Subrent Item File 628 System Comments 649
vii
RCMS-Index
Warranty Expiration 642 Work Order 488 Requester information 288 Rerent units 187 Resale Asset Acquisition Report 640 Resale Asset Disposal Report 640 Resale Item File Report 636 Resale Item Valuation Report 639 Resale to Rental Transfers Report 626 Reservations Adding rental 368 Adding sales/lease 386 Future 76 Resetting master item quantities 554 Resetting package IDs 554 Return date 372 Return on Asset Report 641 Return on Investment Report 641 Return type Rental 89 Sales/Lease 89 Returns 507 Contract 421 Default availability status 89 Sales conversion 428 Using barcodes to record 422 Reversing Cash receipts 523 Credit memos 517 Invoices 506 Reversing entries 60, 523 Rules, System Manager 186 Sales history, keeping customer 134 Sales Journal 596 Sales Tax Applying 188 Sales tax 128, 145, 171, 290, 340, 402, 436 District ID 118 Maintaining districts and rates 116 Resale number 131 Sales Tax by District Report 590 Sales tax district 496, 510 Sales tax districts 51 Sales Tax Districts Listing 652 Sales/Lease Delivery type 89 Return type 89 Sales/lease contracts Adding 430 Sales/Lease Quotes Changing 355 Sales/Lease quotes Entering 335 Sales/lease quotes Adding 333 Viewing rates 358 Sales/Lease Reservations Entering details 438 Sales/lease reservations Adding 386 Salesperson 129, 283, 336, 393, 432, 496, 510 Sample data 62 SBT Accounts Payable and the Business Status Report 662 SBT Accounts Receivable and the Business Status Report 662 Category codes 511 SBT General Ledger Adding, changing, or deleting linking codes 693 Linking TO 686 Posting Register 702 Releasing information to 701 Sales categories 133 Setting up the link 690 Specifying linking codes 689 SBT General Ledger, linking to 75 SBT Laser Forms 552 SBT Purchase Orders and the Business Status Report 663 SBT RCMS Category codes 497 Scanning inventory barcode labels 277 Schedules Verifying default on confirmed orders 328 Viewing on the detail list 321 Scheduling Changing 320, 356, 380, 412, 445 Scheduling contract dates and time 291, 341, 370, 404 Search criteria Default 35 Search criteria in select boxes 35 Select boxes Search criteria 35 Select dialog boxes 34 Selecting Customers 509 Selecting items Scanning barcode labels 277 Selecting menu options 31 Selection expressions 675 Serial ID 216 Serial inventory type 53 Serial Item File Report 616, 628, 636 Serial Item ID 232 Serial Item Valuation Report 619 Serial Item, starting 77 Serial items Changing or viewing 223 Inquiry 572 Serial Number 217
S
Sale lease quotes Printing 365 Sale/lease contract returns 455 Sales Territory 130 Sales categories 497, 511 Sales commissions New 99 Used 99 Sales Conversion 428 Sales discount 497, 511
viii Rental Control Management System
Serial package rates, viewing 244 Serial packages, adding 230 Serialized items Adding 54 Service/ Task work orders 478 Service/Labor commissions 100 Setting up Companies 71 Customer file 121 Setup checklist 66 Shipping method 496, 510 Ship-to address Changing 498 Signature line, contracts 103 Social security number, customer 141 Source, customer 128 Spec sheets, Viewing 308 Spiffs 187 Spiffs/Commissions Report 592 Standard order quantity 186 Start date 293, 342, 371, 404, 437 Start time 294, 342, 371, 404, 437 Starting RMCS for Windows 69 Starting the program 69 Statement type 128 Open item 128 Statements Laser printer 552 Selecting printer to use 551 Status 216, 282, 336, 393, 432 Changing 321, 412, 445 Stock Locations Reassigning 424 Stock locations 94 Stock locations, tracking 93 Submenus 25 Subrent Asset Acquisition Report 631 Subrent Asset Disposal Report 632 Subrent Asset Reacquisition Report 633 Subrent Due Back Report 634 Subrent Item File Report 628 Substitution groups 23, 154
Supplier ID 218 Suppliers 52 Suppliers, adding 52, 204, 209, 212, 213 Suppressing Buyout clause on contract 103 Company/Address on invoices 102 Package details on invoices 102 System Comments Listing 649 System date, changing 557 System information, Ctrl-F4 47 System Manager 505 Active user list 47 Data dictionary 676 Listing master files 47 Rules 186 Terms rule 497 System menu 27, 556 System-assigned numbers 76 Systems Deleting from quotes 312 Systems, rental quote 297, 344, 374, 406
Customer 336, 433 Net due days 133 Payment Discount Days 133 Vendor 171 Territory 130, 496, 510 Timer, Business Status Report 664 Title 126 To 280, 335, 370 Trade references 139 Transactions, entering 280, 335, 370 Transferring Inventory 696 to another application 560 to other Professional Series applications 560 Turn-around time 93
U
Unassigning work orders 486 Unit weight 187 Units, rerent, new and used 187 Updating last cost 219 Used sale spiff 187 Used Selling Price 218 Used units 188 User Privileges 50 User IDs List current, F5 key 47 Using Function keys 46 Message Center 559 Using the Error Manager 558
T
Tax Districts Adding 117 Canadian 119 Entity name 119 Tax Locations, Understaning 116 Web enable 119 Tax districts 290, 402 Tax ID 170 Taxable customers 128 Technical Information 558 Technical information Using Ctrl-F4 key 47 Technical Reference Manual 676 Technical Support 18 Technician assembling 146, 291, 341, 403, 437 Terms 132, 137, 285, 397, 497, 511
V
Vendor Adding 168 History 170 Inquiries 175 Terms 171 Vendor Records Editing 175 Vendor records Changing or editing 175 Deleting 175 Saving 174
ix
RCMS-Index
Vendor type 169 Vendors Adding 52 Adding notes 174 History 567 Inquiries 567 Moving around the file 176 Order inquiry 568 Payables inquiry 568 Receipt inquiry 569 Verifying credit applications 457 Viewing Converted orders 471 Package rates 244 Rental quote rates 324 Sales/lease quote rates 358 Technical Information 558 Voiding invoices 506 Voiding, Credit memos 517 Warranty 337, 434 Manufacturer 187 Vendor 212 Warranty days 337, 434 Warranty Expiration Report 642 Warranty type 285, 396 Warranty, Default Rental 89 Sale/Lease 89 Web RC 81 Weight per unit 187 Work order numbers, starting 77 Work orders Assigning 484 Automatically generating 472 Changing 489 Changing assignments 486 Completing 487 Configuration 332, 367, 473 Creating in-house 482 Deleting 490 Moving the job date 489 Printing reports 488 Purging completed 554 Returns 372 Service/Task 478 Timed refresh 491 Unassigning 486 Write Comments 503
Y
Year-to-date 1099 173 Discounts 173 Payments 173 Purchases 173 Year-to-date (YTD) sales 135
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Rental Control Management System

Inventory and Accounts Receivable Accounting Application

Offshore IT Solutions 2325 Hickock Court Santa Rosa, California 95403

Rental Control Management System

2 Rental Control Management System

2 Setting Up RCMS ...................................................................................................... 65

3 Working with RCMS ................................................................................................ 271

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4 Getting Information from the Program 563

4 Rental Control Management System

5 Linking to General Ledger 685

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6 Rental Control Management System

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How Does RCMS Work?

Using RCMS Documentation

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1.1 Program Features

Does RCMS Work with Other Applications?

Purchase Orders and Accounts Payable

1.1 Program Features

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1.1 Program Features

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1.1 Program Features

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1.1 Program Features

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1.1 Program Features

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1.2 Using This Manual

1.2 Using This Manual

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1.3 Hardware Typographic Conventions

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1.3 Hardware Network Hardware

Bar Code Hardware

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A Word About pcAnywhere or NetMeeting

RCMS Software Support

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1.4 Planning a Successful Implementation of RCMS

1.4 Planning a Successful Implementation of RCMS

The Leadership Pyramid

LEADER CAPTAINS THE TROOPS

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1.4 Planning a Successful Implementation of RCMS

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1.4 Planning a Successful Implementation of RCMS

RCMS Inventory Hierarchy and Nomenclature

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1.4 Planning a Successful Implementation of RCMS

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1.4 Planning a Successful Implementation of RCMS

22 Rental Control Management System

1.4 Planning a Successful Implementation of RCMS

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1.5 Moving Within the Program

1.5 Moving Within the Program

Understanding Menu Structure

Viewing Menus and Submenus

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1.5 Moving Within the Program

Rental Control Management System