Rental Order Entry
Overview
Any Customer entered within the system may have a rental order. They do NOT have to be members of an event.
Orders are created from Customer sales tickets by clicking the Rental hyperlink option. Rental Orders are linked to the ticket and share the same number. One ticket may be linked to one Rental Order.
Rental Orders may contain a mix of Rental Styles that is inventory owned by to store or ordered in from Rental Wholesalers.
Rental Orders contain the styles, sizes and other order details such as price, pickup date, event date and return date to name just a few things.
When creating the FIRST Rental Order for a event member from the event's rental tab, the rental styles will be automatically populated from the Rental Styles selected/entered on the event member's detail form. Also if a markdown was entered on the event member's profile form then the markdown is automatically applied to the rental order price when it is added to the Customer's sales ticket. These automatic entry steps are designed to save a store User time and reduce errors when creating multiple consecutive rental member orders. The resulting Rental transactions are automatically linked to the event.
ADVANCED TIP: When a USER accesses a Rental Member's ticket that contains no transactions, the ticket is not yet linked to the event. The ticket cannot be linked to the event without a transaction. Create the rental order, upon SAVE Rental transactions will be created for the ticket that then can be assigned to the Event. Once assigned to the event the User then could, if needed, confirm the order with Jims. This will cause the order on ezTux to be linked to the event as well.
The linking of a Rental order to a event is automatic when the ticket is created from a Event's Rental member tab of a rental member that has rental styles on their rental member registration form. In this situation when a store User selects to create a ticket the ticket, rental order and styles are created and linked to the event.
Once a Rental Order is created and saved the price of the rental is automatically entered on the Customer's ticket as a Sales transaction using the service retail style code of Rental. The price charged is passed to the transaction from the rental order. Any subsequent changes to the Rental Order that causes a price increase or decrease will be automatically entered on the sale ticket as an adjustment to the original Rental sales transaction.
A Damage Waiver can automatically be added to the ticket as a Sales transaction using the retail inventory style code of DamageWaiver when a Rental Order transaction is initially created. The damage waiver option must be enabled in Store Settings for this to happen. Remember to set a retail price 1 in Retail inventory for the DamageWaiver style. This style should be present in the Retail Inventory database and should be checked as a SERVICE item. Since the DamageWaiver is just a Retail style, it can be manually added to any customer's ticket any time by the User clicking the SALE menu hyperlink found on a ticket.
Occasionally one or more Rental Order styles may need to be exchanged when the Customer comes in to Take the order. This could be due to incorrect sizes or styles on the order. This exchange process creates exchange rental orders and a single order could have one or more exchange orders linked to it.
Order Details
Customer Rental Orders are created, modified and reviewed on individual customer tickets.
Each ticket may have only ONE rental order linked. (1 to 1 relationship). If a Customer is a repeat rental customer, then simply create a new ticket for the Customer for each new rental they wish to purchase.
To create, view or modify a rental order simple create or visit an existing customer ticket and click the Rental Order hyperlink option:
When Rental Order is clicked the Rental order entry form will appear and the ticket transactions will appear below the rental order details.. Clicking Rental Order hyperlink again will cause the Rental Order form to disappear.
The Rental Order form is comprised of 3 sections.
1st Section
The first section contains Customer measurements, agreed to Take and Return dates and more. When the Customer's ticket is linked to an event, meaning the customer is a member of the event, then some Rental values will automatically be completed.
First Section Field definitions
Role ... Select an available role from the dropdown list. This will automatically be populated from the event when the Customer is a event member and the ticket is linked to the event. Roles are required for Jim integration.
Use ... The actual date the rental items will be used. This date is often referred to as the Event Date and will be automatically populated from an event when the Customer is a member of an event and the ticket is linked to the event on creation of the rental order.
Note: Any date may be modified by the User.
When the rental order is linked to a Customer which is a member of an event, the event date from the event's detail form could be changed by a User. This will cause a message to appear to the User for events with existing rental orders that are also linked to Jim's ezTux. The message states to check existing rental order use dates and if necessary to re-confirm with Jims. The system cannot re-confirm automatically due to issues and messages that may result from ezTux.
Taking ... This is the agreed to date the Rental items will be taken from the store (or shipped from the store). It is automatically populated with a date once the use date is completed and will be the date two days prior to the use date.
Actual Taken ... This date is automatically completed by the system when the rental order is marked TAKEN via the TAKE module. Otherwise it can be manually completed.
To be Returned ... This is the agreed to date the Rental items will be RETURNED from the store (or shipped from the store). It is automatically populated with a date once the use date is completed and will be the date 1 day after the use date.
Actual Return ... This is the date when all items on the Order have been returned via the Return Module If styles were returned on different days this would be the date of the last item being returned.
Order Number ... Each Rental order has a unique rental order number and is always the same as the ticket number that it is linked to.
Exchange Rental Orders numbers vary slightly. The are the same number as the Order Number/Ticket but have -EX1, -EX2 ... etc appended to the end of the number. Exchange orders a rental orders that must be placed because there was some problem with the original style or size
Customer measurements ... Chest Size, Overarm ..etc They are optional to complete but is valuable information for sizing and reference.
Menu options
Confirm with Jim ... When an order contains a rental style marked as a Jim's style in rental inventory and the Jim's EZtux credentials are entered in store setup, select this menu option for the system to attempt to confirm with EZtux each unconfirmed JFW style contained on the order.
This option allows the user to attempt to confirm styles with Jim's EZTux. Once selected the system will communicate with EzTux which may take a few seconds for each style. Once completed the system will display a ezTux message, either a success or failure. A failure will display the messages provided by ezTux as to what the issue is not allowing the styles to be accepted. The User then could attempt to correct the issues with the order and perform another Confirm with Jim process.
Exchanges ... The EXCHANGE menu hyperlink, found top right of Rental form header, when clicked will display of list of any exchange rental orders that exist for this Rental Order. For explanation of Exchanges see the Exchange Rental Order topic.
Cancel Order ... This option resets the rental order by removing sizes from styles, confirmations are deleted, exchange orders are deleted and any linked ticket sales transaction such as RENTAL, LATE, DAMAGE WAIVER or LOST fees are cancelled as well.
With Jim's ezTux integration, this function will also cancel the rental order on ezTux.
The fact that the Rental Order was modified will be logged in the ticket's audit. Also the cancelled rental ticket transactions are viewable by clicking the SHOW CANCELLED ticket option.
When the order being cancelled contains Jim's styles that are confirmed sub rented with Jim's EZTux, the system will automatically delete/cancel those with ezTux. Also if there are any Exchange orders or Fitting tickets linked to the Rental Order being cancelled those will be cancelled as well.
Lastly if exchange orders with Jims ezTux styles confirmed by ezTux, those will be removed on ezTux.
Important Note: The Sales Ticket Sales Rental Transaction linked to a Rental Order containing the price of the items being rented may be Cancelled from ticket menu. This function performs the same function as the Cancel Order function, and deletes Rental Order and any order linked ticket SALES transactions, such as damage fees, late or lost fees. The system will prompt the User to continue prior to deleting the rental order. The Cancel task and User who performed the Cancellation is logged in the ticket Audit trail for reference.
2nd Section
The second section contains Styles and Sizes. This section contains the styles, sizes, item status and confirmation information. See field definitions below.
Item Type ... The type of item/style being rented. These are automatically set, except for the two last line items of the rental order. Most tux rentals have coat, pant shirt .etc so there are pre entered for a reminder and entry speed. The style being entered must have the same item type assigned in Rental Inventory being displayed on the order entry line. The last two lines with no Item Type assigned will accept any rental style. Once a style is entered the item type of that style will appear.
Style ... Simply enter the style selected for each type or skip those not needed for a particular order. The lookup on the style field will display only Rental Inventory Styles of that row's item type. Only styles pre entered within the Inventory Rental Styles may be used. The styles are automatically entered on the order when it is created if the ticket/order were created from a event with the customer being registered on the Rental member tab with rental styles.
Size ... The size for the entered style. Sizes are validated against the Size Charts attached to the style in the Inventory Rental Style form. The lookup will show the available sizes. Pants has an additional un-validated entry of length. Meaning the User may enter any value for the length. In addition, the User should indicate if the length is the out-seam or in-seam, thus there is a dropdown selection for this indication. So an example is, chose a waist size and rise, then add a space and style the length. So the final size for a PANT would look like below.
Waist and Rise come from the size chart. Length is manually entered by User in the length field. The User would also select if length is out-seam or inseam measurement via the dropdown box.
WaistRise Length
35R 37
Price ... This is the price of the style. The pricing approach is with coat and without coat pricing. So if the item is with a coat or if the style is a coat, the with coat pricing will automatically be inserted for the style. The prices are set within the Rental Styles form.
With Coat means a coat style also exists on the order. Without coat means no coat style is on the order.
Rental style pricing is set in the Rental Styles form for each style. (Jim's imported styles will have correct "with Coat/without Coat" pricing when the prices are configured in their EZTux online system).
The pricing for each style on the rental order cannot be modified by the User. The total price of all styles entered on the rental order will automatically be inserted onto the sales ticket once the order is initially saved.
Adjustments (markdowns) may be applied to the rental transaction when needed from the sales ticket Adjustment transaction.
Also, when the store setup within the rental section has Damage Waiver enabled, a Damage Waiver sales transaction is automatically added to the sales ticket when the order is initially saved, as well. The damage waiver price automatically charged is set in in Retail Inventory for the DAMAGEWAIVER store style Retail Price 1.
Status ... This shows the current status of the style in the rental process. See the Rental Status topic for more information.
Instructions ... These are general instructions/information that will be saved on the order for the style of it's line. An example use could be special tailoring, such as shorten left sleeve 1"
#Confirmation ... This is the confirmation code assigned to the style once it is confirmed. Initially it is blank. Jim's styles and are automatically confirmed when the User selects the Confirm with Jim menu option.. Other wholesaler or In-House styles marked SUB RENT in the Inventory Rental Style form must be manually Confirmed. Use the Report of Rental Orders ran by Unconfirmed status to see orders that need confirmation.
To Confirm rental orders, visit the specific order to confirm and click he CONFIRMATION menu hyperlink where a confirmation form will appear. Enter the confirmation date and confirmation code for each style not containing that data. Jim styles will be automatically Confirmed when the User clicks the Confirm to Jim link. Any Jim confirmation conflicts will be displayed to the User for correction and not allow the order to be confirmed by EzTux until the conflicts are resolved.
Total Price ... The is the total of all the style's prices currently entered onto the rental order. This amount will be transferred to the customer's sales ticket utilizing the Retail Inventory store style Rental. The taxable status of the Rental category is used for the sales tax status. The category actually set on the Rental style is ignored in favor of the Rental category.
If the store setup has damage waivers enabled, then a DamageWaiver sales transaction charge will automatically be added to the sales ticket at the same time the rental is added.
Any of the sales ticket functions such as adjustments, payments, receipt printing and/or signature capture etc are available once any sales transactions are inserted onto the customer's ticket.
There exists special rental data merge codes for Term templates, so custom rental terms may be created for rental customers to agreed to. See the Terms template topic for more information.
Once a rental order's styles have RETURN statuses they cannot be edited or new styles added. Styles with TAKEN status could be exchanged. No order dates may be edited once the styles have a status of Taken, Exchanged or Return.
3rd Section
The third section is used to ship produced rental order direct to customer. By default Rental Orders are TAKEN from the location ordered. However in this day and time of eCommerce, the order may be shipped to another location. In this case enter the address to ship the order to. The Ship direct to customer menu hyperlink will display the address to ship the order to.
