Creating a Contract Using Drag and Drop Functionality

  1. Open the Rental Counter form.
  2. Use the Search to locate the applicable customer, contact, or previous contract.
  3. Drag and drop that information onto the Create New Contract icon.
  4. Specify an alphanumeric code to use for the contract. Optionally, leave the field blank so the system generates the next available number.

    The status of the contract is automatically set to Open.

  5. If you need to change information for the customer, follow these steps:
    • For an existing customer, select the customer for whom you are creating the contract. You can select by number or name. This information is displayed by default based on the customer:
      • Ship To location
      • Customer contact
      • Email address and phone numbers for contact
    • If you are integrated with Distribution SX.e, the Ship To ID field is displayed and functions the same way as the Ship To field.
    • For a new customer, click New Customer and use Quick Customer Creation to add a new customer.
  6. Optionally, select Single PO 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. To work around this issue, manually enter an existing purchase order number in the Reference field so that an existing rental contract line can be cross-referenced to an existing purchase order.

    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.

  7. To add lines to the contract, on the Lines tab, perform one of these actions:
    • Use the Unit or Item search tabs to find the desired record and drag and drop the record directly onto the Lines grid.
    • Manually add a new line to the grid and select the applicable unit, item, and rate information.
    Note: You can select an item's description and backfill the Item field.
    Note: If you try to add a unit that is currently checked out on another contract, a warning is displayed. If the check-in date of a rental contract line is set to a future date, the functionality of this warning will not always match the availability of a unit as indicated by the Available to Rent functionality.

    If you add a line that is cross-referenced by an Distribution SX.e purchase order, then the Distribution SX.e PO number and line are displayed.

    You can specify the rate and unit of rate for the contract line item. Rates are set on the Contract Rates form and can be a percentage of the item's MSRP or a fixed amount. See Setting Up Contract Rates for more information.

  8. Most information is displayed by default on the General tab from the contract service type or contract parameters. Optionally, specify this information for any values that you want to change on the General tab:
    Service Type
    Select the service type that is set up for rentals on the Contract Service Types form.
    Product Code
    Select the product code to use for the contract.
    Warehouse
    The contract warehouse is displayed.
    Waiver Charge
    Specify a percentage for the contract waiver charge. This charge is added to each contract invoice.
    Freight
    Specify the amount of freight charges to be invoiced.
    Discount
    Specify any discounted amount for the contract.
    Tax Code
    Select the tax code for the contract.
    Freight Code
    If you are charging freight, select the tax code to use for the freight charge.
    Salesperson
    Select the salesperson to associate with the contract.
    Customer PO
    Specify the customer purchase order that relates to the contract or contract line.
    Prepayment Amount %
    Specify a required prepayment amount for the service type.
    Fixed Contract Total
    Specify the yearly price total for a fixed contract.
  9. Specify this information on the Billing Details tab:
    Terms Code
    Select the terms code to use to identify specific billing terms that apply to this customer. The terms code is used when determining the transaction due date and the discount information.
    Start/End Date
    The Start Date is set to the current date. Select the ending date of the contract.
    Note: When crediting a contract, select an End Date that is one day prior to the Billed Thru Date to ensure the billing period is calculated correctly.
  10. Optionally, specify this additional information on the Billing Details tab:
    Billing Type
    The billing type is set to Calculated by default. Optionally, select Fixed as the billing type.
    Billed Thru Date
    The current date and time is displayed.
    Bill To
    The billing location for the customer is displayed.
    Billing Frequency
    The frequency of the billing cycle is displayed. You can select a different frequency. See Contract Billing Frequency for more information.
    Bill In Arrears
    The setting of this check box is inherited from the setting of the Bill In Arrears field on the Contract Parameters form. If the check box is not selected on the Contract Parameters form, then the system checks the Bill In Arrears field on the Contract Service Types form, and inherits that setting for the current service type.
    Prorate End of Billing
    Select this check box to automatically calculate the amount to be invoiced based on the rate type and the amount of time remaining on the contract line, for the final contract billing.
    Renewal Date
    Select the date by which the contract needs to be renewed. Recurring billing for all contract lines uses the specified date.
    Fixed Rate
    If you select this check box, the exchange rate for calculating the invoice amount is hard-coded and does not change over time. If you clear the check box, the exchange rate is acquired from the Currency Code and Currency Rates.
    Exchange Rate
    The exchange rate is displayed, if applicable.
    Ship To
    The shipping location is displayed for the customer.
  11. This information is displayed for the customer contact:
    • Description
    • Fax Number
    • Pager Address
    • Home Phone
    • Text Message Address

    Optionally, specify different information for those fields.

  12. On the Service Level tab, select the priority level for the contract.
  13. On the Other tab, select Allow Credit Override to bypass any credit limits or credit holds for the customer when a rental contract item is checked out.

    When you select this check box, the Reason Code field is enabled for you to select a reason for the override. The date and user name are captured when an override is performed.

  14. To enable the time fields and specify different business hours, select Override Business Hours.
  15. Save the record.
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