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How do I rent Tuxedos with ProfitSystem BPS

Overview

ProfitSystem can provide limited tracking of rental formal wear transactions, without the use of the Tuxedo Point-of-Sale or Tuxedo Profit System modules. The procedure is as follows:

Register an event with rental members

  • Sell the customer/member a retail inventory style code that represents the tuxedo as a special order item from the vendor/supplier and take payments
  • Issue a special order PO to order the tuxedo from the supplier. (optional)
  • Receive the tuxedo via the normal special order receive function. (optional)
  • Mark it picked up by the customer (optional)
  • Mark it returned from the customer (optional)

Configure ProfitSystem for Rentals

  • Go to Main-Inventory->Vendors. Set up a vendor for each formal wear supplier.
  • Go to Main->Inventory->Categories. Create a new category called RENTALS.
  • Go to Main->Housekeeping->Accounting Setup->Accounting Classes. Find the category RENTALS and make sure the “Allow price changes option is checked” Also, make it taxable or non-taxable as required in your city/county/state.
  • Go to Main->Inventory->Inventory. Create a separate style code for each formal wear vendor. The style code should be called RENTAL plus a short abbreviation of the vendor name. For example: RENTALJIMS, or RENTALMW. Set the vendor style to the vendors tuxedo style, the vendor to the correct vendor, and the category and accounting class to RENTALS. Add a single size NA for each style. This style code will be sold on a ticket to represent the tuxedo rental.

Note

Optional: Mark the rental inventory item as a SERVICE/Not INVENTORIED. This will automatically mark the rental inventory item status to NA when sold. This is done to refrain form tracking the item thru a ordering, receiving and customer pickup/return steps as explained in more detail within the following sections.

Set Up a Wedding

  • Create an event for the wedding. Set the event date to the pickup date for the tuxedos.
  • On the members tab enter each customer and set the role to Groom, Groomsman, etc. Enter their phone number, and their measurements.
  • Click the Rental Styles button and enter the styles selected for the event to order. These styles are the actual rental styles codes utlized by the tuxedo wholesaler
  • Repeat steps for each member of the wedding.
  • Create a Rental Order
  • Select the correct wedding, go to the Members tab and select the correct member.
  • Click Create New Ticket for that customer.
  • Sell them the RENTAL style code for the correct vendor. Enter the correct selling price. Enter a size of NA.
  • For the status, click Special Order (optional, do only if tracking is needed for ordering,receiving & pickup). Automatically marked as TAKEN by system when item is marked as Service/not inventoried within inventory.
  • On the Special Order Instructions form, click Insert Styles. Enter the sizes required. Optionally, click Insert Measurements to add the measurements from the customer card to the special instructions.
  • Complete the sale and take a partial payment or security deposit.

Note

  • When not placing the orders via ProfitSystem, the store must maintain a manual file of tuxedo orders for managing that process. BBL recommends the store utilize the Purchase Order functions of ProfitSystem for easy maintenance of the ordering process.
  • Place Orders With Vendor/Supplier (optional)
  • Go to Main->Purchase Orders->Issue Purchase Orders and issue a purchase order for each tuxedo vendor. This purchase order is faxed to the vendor to order the tuxedos.

Receive Orders From Vendor/Supplier (optional when not ordering)

  • Go to Main->Purchase Orders->View Purchase Orders and receive the special order that contains the tuxedos. The tuxedos now appear in pickup inventory.
  • Customer Picks Up Tuxedo (optional when not ordering)
  • Go to Main->View/Change Event and locate the correct wedding.
  • Go to the Members tab and locate the customer. Click Go to Ticket.
  • Select the tuxedo line item on the ticket and click Item Status.
  • Click Pickup Now to mark the tuxedo as taken.
  • Take any final payment.
  • Customer Returns Tuxedo (optional when not ordering)
  • Go to Main->View/Change Event and locate the correct wedding.
  • Go to the Members tab and locate the customer. Click Go to Ticket.
  • Select the tuxedo line item on the ticket and click Item Status.
  • Click Return from Customer to mark tuxedo back.

Note

The character sequence of RENTAL within the inventory style code is a key to ProfitSystem to not place the item into Pickup Inventory as would normally be done with any other item.

A query can be created which will show the status of tuxedo rentals: 1. Create a query based on the Tickets(Sales) 2. For the criteria: step 1 select Style code-item, step 2 Begins with, step 3 RENTAL. 3. For the output fields, select Last name, First name, Style code-item, Vendor-item, Sales item status-item, Date taken-item.

When the query is run: 1. If the status is In and the Date taken is empty, then the tuxedo has not yet been picked up by the customer. 2. If the status is Taken then the tuxedo is out to the customer, and was taken on the date taken. 3. If the status is In, and a date appears under date taken, it means the order was returned by the customer on the date taken. (the date taken field has two possible meaning depending on the status)