Return Rental

The RETURN rental form is used to change the Rental Order status to RETURN when the rental order is brought back by a customer. It is an nice process to quickly tell the system the order is Returned and to collect any overdue (Late Fees) or Replacement (Lost) charges for any style code not returned with the other rental styles.

It is best to physically sort each rental order's. merchandise together before starting the system's return step making it easier for the User to insure all the rental items of a rental order are returned.

Individual orders may be selected by Customer name or Order number. Also, all members of an event may be listed by selecting the event. Clicking SEARCH with no filters will list al future orders with the TAKEN status.

Search Rentals by

Order Number ... Enter a single order number to filter by. It will display if it's rental order has either Taken, Returned or Lost statuses. If a order is entered and any styles on the order was exchanged via an exchange order, the exchange order styles will also display and those style will have a light yellow background, to help the User easily distinguish those styles from the order's original styles.

Customer name ... Enter portion of a customer name. All customers that match the enter characters in their name will be listed with rental orders of Taken status

Event name ... perform a lookup of the events and select an event to filter to. All members in the event with rental orders of Taken status will be listed.

Details

The grid will list all orders, with the TAKEN, LOST or RETURNED status, matching the enter filters. Orders in a light green color indicate that have been previously Returned and have a Return status. Select a row (rental order) and click the Return Rental button to begin the process. A selected Rental order will also display it's exchange order styles with status of Taken, Returned or Lost (if any)

Orders returned past the order's Agreed to Return date will calculate a late fee utilizing the Store setup -> Rental Order late fee rule & price settings. Upon saving the Return, the system will prompt User to charge the late fee to the Customer. If the User answers YES, the system will automatically add LateFee sales transaction to the Customer's ticket linked to the rental order under the retail inventory service style of LateFee. This Latefee style should exist within the Retail Inventory. If it does not simple add it where store style and vendor style are both LateFee . Vendor would be the store vendor account and category could be any Category, (the recommended category is Latefee to make it easy via Sales Reports to see Late fees charged).

Rental Styles not returned and tagged as Lost by the User during the return will be added as a Sales Transaction on the linked ticket under the store style LOST. The fee price of the LOST charge will be the Rental Style's Retail Price, when it has been set (greater than $0). If the Retail Price is not set, then the Replacement Cost amount will be used for the fee/price. This LOST style should exist within the Retail Inventory. If it does not ,simply add it where store style and vendor style should both have Lost as their field value . Vendor would be the store vendor account and category could be any Category, but recommended category to use is also called Lost which makes it easy for sales reporting of Lost sales.

The Return form will display the number of days (if any) each style is late. The "Charged Late Fees" are fees previously added to the Customer's tickets for returning styles late from this order styles or this order's exchanges returned late. New Late fees, if any are not processed/charged until the Rental form is saved which then will increase the "charged Late Fees" total until the maximum Late Fee per order amount is reached.

Edit

Once the Order's line items/styles are listed the User must selection an action: The action selection offers:

Return: Will set the style's status to Return and charge any late fees due

Lost: Will set the style's status to Lost and charge the Lost fee (Retail Price or Replacement price as set in Rental Inventory)

NoProcess: Skips / Ignores the style. No date updates, status changes or fees charged. Good if the User wishes to not charge a Lost fee, providing time to the Customer to locate and return the item. This way the item continues to show as taken and possibly will accumulate late fees if being returned after the order's to be returned date.

By default the Action column will be set to the Return action, which is the desired action with the majority of orders. If all items/styles of the order are present on the return, then the User simply clicks SAVE to quickly mark all items with the return status and to automatically update the Actual Return date of the order with the current date default. However the User may change the Return date in the case where the order was returned previously and the User was not able to perform the Return step in the computer at the time of the Return.

The process to execute the return is for the User to simply enter a Return/Lost Date for each style and to insure the Return/Lost/NoPocess action column is properly selected. The current system date will default to all styles, saving the User time from having to type/select the current date. If the style is not present, blank the return date for that missing style and click he Return/Lost button to show Lost and/or choose the Lost action to set styles status to Lost and charge Lost fee.

The return date entered by the User may not be a future date, nor can it be earlier than the order's take date.

Upon the User saving the rental order Return, the system will automatically display the ticket's payment form if any balance exists on the ticket from newly added Lost or Late fees where the User can take payment. It will also insert the entered return date for each style on the rental order and update their status. If all styles are Returned then the system will update the order's actual Return date.

A style's Lost status may be switched to Return by re-displaying the order within the Return form and changing the Lost item to Returned. Any previous Lost charges added to the customer's ticket are not automatically reversed. A User, when needed, can visit the Customer's ticket and cancel the Lost fee and provide a Refund when the customer had paid the Lost fee.