Using the Rental Counter

Use the Rental Counter form to create and maintain contracts for walk up customers or requests made over the phone. It is intended to be the primary form used during rental creation and the check out and check in process.

Upon opening the form, you can either create a new contract or load an existing contract. You can initiate either option in one of these ways:

Maintaining or Completing an Existing Contract

When a customer returns to check in rental equipment or a user wants to see information about an existing rental contract, these two options are available for locating the desired rental contract:

  • Use the Previous tab to locate the rental contract and drag and drop it onto the Maintain Existing Contract icon.
  • Use the standard Filter-in-Place functionality.

If the customer is on credit hold, a red X is displayed, otherwise a green check mark is displayed.

The system checks the Credit Hold field on the Customers form to determine if the customer is on credit hold. If you are integrated with SX.e, the system performs an SX.e API call to retrieve the customer credit hold and period hold information from CloudSuite Distribution.

If a credit card has been authorized for the current contract, then Active Authorization is selected and the last four digits of the credit card are displayed in the Card Authorized field. You can right-click on the Card Authorized field and select Credit Card Transactions to open the Credit Card Transactions form, filtered for the associated card.

Note: If you assign a new credit card to an existing order, any old authorizations that are tied to the order are automatically deactivated.

Use the Single PO check box to assign the same purchase order number on all cross-referenced purchase orders for the contract lines, instead of creating new purchase orders for each line.

Note: If you select Single PO and more than one purchase order already exists for the contract, then a message is displayed and you are unable to save the changes.

You can use the Multi-Line ReRent form to cross reference multiple contract lines to a single vendor. To open the new form, click the Multi-Line ReRent button on the Rental Counter form.

Using the Search Tab

Use the Search tab to search for prior contracts or related information for a customer. Use the links on this tab to go to another tab, where you can filter for related information:

  • Use the Customer tab to filter for specific customer information, such as name, customer number, and address. If you are integrated with Infor Distribution SX.e, you can filter on the Ship To ID value.
  • Use the Contact tab to filter for contact information, such as email and phone number.
    Note: Contacts associated with multiple customers are displayed for each customer.
  • Use the Previous tab to filter for previous rental contracts and their associated lines.
  • Use the Unit tab to search for a unit to use on a rental line. This tab shows the unit quantity that is available to rent and the quantity that is projected to be available.
  • Use the Item tab to search for an item to use on a rental line. This tab shows the item quantity that is available to rent and the quantity that is projected to be available.

Using Drag and Drop Functionality

After you have found information using the Search tab, you can drag the applicable data elements from the grid and drop them into specific areas on the Rental Counter form to trigger these actions:

  • Dragging a record from the Customer tab onto the Create New Contract icon initiates a new contract and automatically fills in the customer information.
  • Dragging a record from the Contact tab onto the Create New Contract icon initiates a new contract and automatically fills in the customer and contact information.
  • Dragging a record from the Previous tab onto the Create New Contract icon initiates a new contract and automatically fills in the customer and contact information, and copies any lines that were on the previous contract.
  • Dragging a record from the Previous tab onto the Maintain Existing Contract icon shows that contract so that the user can update the contract or complete the rental process.
  • Dragging records from the Unit or Item tab onto the Line grid creates a new line on the contract with the appropriate unit or item information.
  • Dragging records from the Line tab onto the Delete Contract icon deletes the lines from the contract.
Note: 
  • If a contract has already been started and drag and drop was used to create a new contract, the user is prompted whether or not they want to save the existing contract before proceeding to the new contract.
  • You can leverage the standard toolbar functions to perform most of the functions described with drag and drop.

Buttons

Use the buttons on the form as described here:

  • Click Sales Order to open the Sales Order form to create a new sales order for the customer on the contract.
  • Click Rental Agreement to perform a credit balance check. If you are over your credit limit, a warning message is displayed to alert you. Click OK to open the Rental Contract Agreement form or click Cancel. If you are not over your credit limit, the Rental Contract Agreement form opens automatically.
  • Click Pay With Credit Card to open the Credit Card Payment Information form, where you can authorize a customer's credit card to be used for payments on all future invoices for that contract. This button is disabled for new contracts.
  • Click Check Out to open the Rental Checkout/In form and check out the rental.
  • Click Check In to open the Rental Checkout/In form and check in the rental.
  • Click Rental Pick List Report to open the Rental Pick List Report, which you can use to locate rental items.
  • Click Contract Invoice Listing to open the Contract Invoice Listing form, filtered for the current contract.
  • If you are integrated with SX.e, click SX.e Order Inquiry to open the Order Inquiry form in SX.e. On this form you can quickly see all sales orders for the current customer for whom you are setting up a rental contract.
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