Inventory Rental Units

Rental Unit Inventory Form

This form is used to hold the information associated with each rental unit in inventory. It consists of several tabs:

Financial
Inventory
Repeat line item
Search

The Financial tab holds the specific rates for the unit and the associated control dates and codes that support rental unit invoicing. Some unique features of this form are as follows:

You can enter a quantity of more than 1. This will automatically extend the rates by the quantity to generate the net invoice amount.

The note field below the rate, if not blank, will be added to the line item of each rate charge for this unit. This way you can add extended descriptions to cover almost any type of item you are invoicing. Some typical uses are to identify a specific person for medical rentals, or special terms and conditions of the unit being rented.

Each rate field has a built-in calculator if you need to modify rates.

Each of the rates used can be changed by adding a new rate for Day, Week and Month in the Rate Reference File #15, and changing the rental prompts in the Database Utilities section.

# Months min field is used when the billing is to bill only in whole month increments

Other Description field is used to enter a short description when the rate category "Other" is used.

The Inventory tab handles additional identification fields to manage the units in inventory.

The Repeat Line Item tab allows you to enter a charge as if you typed it into the Site Charge screen. This repeat charge will then be posted every month, or every 28 days, as if you had manually entered the charge. This is a an excellent vehicle for special contract amounts that must be invoiced monthly, but are not linked either to a calculation or a calendar period. i.e., government contracts that must be invoiced $27.23 at the end of each month.

The Search tab is used to locate a specific unit, or all units for a specific site or customer, so you can edit the individual units.

Deletion Control

You cannot delete units if the site number is populated.

Serial Number Format

The serial number can be from 1 to 10 characters, and you can use letters or numbers in any combination. Each serial number is also associated with a 1-10 character code field that is used to categorize the serial number. We recommend you use fixed length serial numbers, so if you have 900 units you might use serial numbers between 10001 and 99999, or 5 digit numbers. This way, sorted lists of serial numbers will come out in the correct order.