Rental Orders Form Items Tab

Action: RESVMAST

May also be reached via Customer form, Events->Members Tab, and Rental Production->Stores/Accounts.

Overview

This tab shows the line items (style, sizes, prices, comments ..etc) for a rental order.

The form is divided into three areas. 1) the heading area is where the entry of data is accomplished, 2) the grid area is a summary recap of all the item data entered. The grid lists item information by item type, sequenced by the numerical line number order entered for each item type within the Item Type Maintenance form. 3) the footer area that contains the total price of the order that is computed by WinTPOS™ and allows for an operator to enter adjustment codes & amounts, order production notes and to allow for the application of Damage Waiver fees to the customer.

Heading Fields

These fields show you the details for the rental line item selected within the grid area. By default the first line item within the grid is selected.

Item Type...The item type of the highlighted rental item. It is automatically displayed when an rental style number is entered.

Style...Enter a inventory item style code that is set up for rental (see Rental Inventory for more information). You can also enter a Catalog Code (as pictured code) and WinTPOS® will expand the catalog code into it’s components on the Orders form. Catalog Codes are a quick way to build orders. If a catalog code is used on an order that already contains styles found within the catalog code, then those duplicate styles (and entered sizes) will be deleted before the catalog code is loaded. In this case, the user is warned before the line items are deleted. Non-duplicate styles are NOT deleted. Usually catalog codes are used to add styles to the order from the start, but some operators may find them useful to auto add accessory packages to an order.

Size...The size code to be rented. By Default, WinTPOS® will validate the size code against the sizes of the style entered within rental inventory and only allow the item to be saved with a size that exactly matches a size entered in inventory.

WinTPOS will allow for a DASH to be entered into a size. The DASH within a size is a tool to provide additional size information to the service center. Typically, for example, a style with an item type PANT, the service center may require the out seam to be included with the size, a DASH may be used to accomplish this task, i.e. 34R-37. ProfitSystem validates the size to the left of the dash against the sizes found within the inventory. It does NOT validate the size information to the right of the dash, thus allowing any information. The maximum length for a size is 7 alphanumeric characters. Due to this limited space the Order Entry form also allows a reference for each style on the order with up to 20 alphanumeric characters. In addition, each order has a spot for production notes where additional order details may be entered. On the Item Type maintenance form, service center management may set a item type to REQUIRE a dash within the size as a reminder to store operators to include the additional size information.

When the customer’s size is unknown, WinTPOS® will allow the size field to be left blank (empty). As a result that item’s status will be set to Missing Sizes. See Item Status for more information about statuses.

Size validation may be turned off. This feature may be disabled by checking “Allow any size on rentals” in System/Store Setup – Rental Tab. Turning size validation off is useful for companies that sub-rent most of the rental items from an outside supplier and do not wish to enter all available rental sizes within their own inventory.

WinTPOS® provides a ‘Size Conversion’ feature to aid data entry operators. Company management may elect to enter size codes within inventory, i.e. a shirt size could be M3 or a pant size could be R4. These codes are useful for inventory production managers, but difficult for store personnel and order entry clerks to utilize.

By enabling the ‘Size Conversion’ feature, data entry personnel may enter exact measurements for the selected style and ProfitSystem® will convert the size entered to the correct inventory size code. The measurement entered will be automatically replaced with the inventory size code and the original measurements will be saved and displayed to the right of the size field.

See How To enter exact style measurements for more information on size entry. Also see Rental Inventory for information on enabling Size Conversion.

ProfitSystem will automatically default to a size for a style when that rental style code as only ONE size on file. This is helpful for styles that have FIT ALL sizes, usually represented by the code FA and thus saves entry time.

As a new rental order is created, the system will automatically insert the sizes previously entered onto the customer's card as each style of an item type found on the card is added. If sizes ARE NOT present in the customer form the WinTPOS system will attempt to locate a previous rental order for this customer. If an older order is found, the system will default the sizes from that order as the new order is created. If the size entered on this new rental order is different than the older sizes entered on the customer card, WinTPOS will prompt the user and if accepted update the customer card size with the new size.

After a size is entered/converted for a style on a order, WinTPOS® will automatically perform an availability check when BBL’s Rental Production software is installed. The status of the item will be set to Confirmed when the style and size are available for the requested use date. If the size is NOT available, WinTPOS® will display an ALERT message to the user and pop-up a list of available sizes that may optionally be switch to.

The user may decide to keep the originally entered size. To do this, the user must check the “Confirm order regardless of availability” option on the Order tab of the Rental Order form. In keeping the unavailable size the system will now be in an Overbooked situation for that Style & Size in the requested time frame. Additional inventory must be ordered by management to fulfill the order. See Check Overbookings for information describing how to handle inventory overbooked situations. Overbooked inventory is only available when BBL’s Rental Production software is installed.

To save and confirm the order either all the items must be available, or the user must check the “Confirm order regardless of availability” checkbox.

Quantity...The quantity to rent. On tracked items the quantity must be one. Tracked items are items that are assigned ID/serial numbers.

Price...The rental price for the item. This is filled in automatically from the rental inventory and may be manually modified by the operator. However, it is recommended to enter markdown codes and formulas for applying discounts within the Adjustment field 1 or 2. The RESVPRIC security setting control whether the user can make direct changes to the rental price of an item.

Total...The extended price for the rental item. Quantity times price.

Adjust...At production time the size requested on the highlighted item may not be in inventory to be assembled for order. In this situation the ADJUST code will indicate the type of size substitution that may be feasible, i.e. should the supplier substitute an item of a larger size (Up), smaller (Down), or do not substitute (No)

Serial number... Shows the ID/serial number of this item that has been assigned. Assigning the ID/serial numbers of items to rental orders is optional when using WinTPS©. This can be accomplished during QC/Assembly of Production or when the ordered is received at a store via it’s Check-In form. Requires RESVSERL security to edit an existing serial number.

Status...The status for this line item. A status is the description of where in the order cycle this item is. See Item Status for more information.

Item notes...This a area that random comments may be made for this item. The notes could describe special measurements or details concerning this item. An example could be one sleeve of a coat should be shorter than the other. Any notes entered for this line item may be reviewed here and printed on a Production ticket when the Production software module is installed.

Price Group... Price group code for package discounts that the style has been assigned to via the inventory. Checked a price group is in effect for the order, meaning a special package price defined within the price group module is being applied. Un-Check a Price Group is not being applied. Users may check & un-check to insure the customer is receiving the best available price for the order.

Measure button... Displays the customer measurements for reference that are entered onto the customer form that this order is being created for. This is WinTPOS feature.

Change line item status button... Used to directly change the status of a line items. This should only be done to correct a problem under direction of BBL Systems Customer Service.

Item exchanged? checkbox...This is a system controlled field and for user reference. It is automatically checked when this item is tagged for an Exchange by an operator. Items are Exchanged after they have been Shipped from the Rental Production module or Received at a retail store. It is a quick indication to a user viewing this order that this item has been exchanged and another order exists containing the newer item.

Exchange item button...Situations may arise where the assigned item is not wanted by the customer at pickup (wrong style or size). To create an exchange order highlight the item to be exchanged and click the Exchange button. When an item is marked for an exchange a checkbox appears in the Exch? column of the order. Exchanges may be made while the order is in a NON EDITING MODE (meaning no items have been modified or added; to exit editing mode simply click SAVE or CANCEL). Before SAVING any exchanges, another item may be marked for an Exchange by simply selecting the line to exchange and clicking the Exchange button again. Once the item(s) to be exchanged are marked click the SAVE button. A new Exchange order is created with the styles of the items being exchanged & linked to the original order. This process is ideal for operations whom have the production performed off site from the retail store and must process in the exchanged item(s) orders from the service center. To un-mark an item for EXCHANGE, click the CANCEL button. Once the SAVE button is clicked all edits/exchanges are permanent.

Once item(s) on a order is selected for exchange, the item is marked as an exchanged item on the original order (via the item exchanged checkbox) and a new rental order is created for the new line item with the same order number as the original order number, but with the letters EX appended to the end. This makes it easy for production workers to identify an order as an exchange. This process creates an audit trail, provides option for reporting exchange statistics and results in added security for management. Only one item at a time may be selected for exchange. Exchange orders are processed via WinTPS© production and may follow the traditional steps of Printing a Production Ticket, Assembling the order and optionally Shipping the order.Highlight the original line item within the Grid area and click Exchange item. The system will automatically prompt for an exchange reason. Available reasons are: Wrong Size, Wrong style, Changed mind or Other. Choose a reason and the system will create a new exchange order for the item type selected on the original order. Exchange order analysis may be performed via the Reports-> Order Reports-> Rental Order Exchanges report.

When the new rental order is created it will contain a copy of the selected line item. Make any rental item changes necessary (new size or style) and save and confirm the new order. Pickup, return dates, customer names etc may not be modified on exchange orders.

If the option “Check-in exchange orders automatically?” is set in System/Store Setup-Rental Tab, the order will automatically be checked in and marked picked up when the original order is picked up by the customer. The exchange order must be marked picked up by the customer when the exchange is performed on order previously marked picked up.

Orders my have a STATUS of RECEIVED or PICKED UP and have items marked exchanged.

Fast Exchange/Assembly This feature is offered in the event where rental inventory is kept in the retail store where the user may go retrieve the exchange garment. In this case the Print Production Ticket & QC/Assembly may be skipped. With this feature the operator wishes to QUICKLY exchange the item to a different item & does not want go thru the traditional assembly steps. In this case, the production ticket and assemble steps are skipped by simply double clicking the serial number field and entering a new serial/id number. This is allowed if the user has REVCHNG security.

The serial/id number entered must be a valid existing serial number of any rental item (can be of different item type, style or size than the existing item). The swap will modify the inventory turns/stats of the previous serial/id (if any existed). The statistics are reversed. In addition the system will review the inventory status for the serial/id of the item being entered to insure it is marked AVAILABLE for rental and complain if the item has a RETIRED inventory status. The status of the new item will be ASSEMBLED or RECEIVED (depends on store/account settings) if it had not been previously picked up by the customer. For all other statuses it will immediately inherit the existing status of the item it is replacing (in the case where you are changing an existing item).

A new line item may also be ADDED to a order and the serial/id number assigned (not replacing/exchanging an existing item). A order may be modified when the is order status is prior to PICKED UP. This is the system default status when order changes may be made. The store owner may deny order modifications based upon other order statuses which would be defined via Housekeeping-> General Setup-> System Store Setup-> Rental Tab-> Deny changes for statuses setting.

Grid Area

The Grid area is a summary recap of all the item data entered. The Item Types are automatically listed in line number numerical sequenced as set-up within the Type Type Maintenance form. The Header area is active for the highlighted item type within the grid, so any information entered there will be saved to the highlighted item type. Hint: only styles of the highlighted row’s item type may be entered. The booking column indicates if the style & size combination is available for the order. This feature is available with the WinTPS option where you reserve your own rental inventory. The word OVER! in RED appears in the column on the item that is not available (OVERBOOKED) for that order. Overbooked indicates not enough style/size inventory is available for the item in the time period needed and incorporates the inventory HOLDBACK percentages or quantity. Once more inventory is purchased or the item on this order is marked to be Sub-Rented the word OVER! will disappear.

Any style of any Item type may be entered in the grid by highlighting a blank line within the grid.

Checkboxes

Always confirm order? checkbox... If checked, ProfitSystem® will automatically confirm this order, even if inventory will not be available on the dates specified. Only available with WinTPS Plant Integration. The RESVFORC security setting control whether or not the user can check this.

No sec dep/payment req? checkbox... No security deposit or payment required. A setting exists in General Setup - Rental tab. that sets a system requirement for rental orders to have a minimum payment or security deposit on the order's ticket before the order will be processed. Orders they do have the minimum payment/deposit will not have a picking ticket printed. This checkbox, when enabled (checked) will cause the WinTPS to ignore the system setting for the minimum deposit/payment and print the picking ticket as normal.

Not our measurements? checkbox...The operator would check this box when an order’s sizes are entered, if the customer was not measured at that location. It is used for reference. It will indicate that the measurements were taken by another shop.

Damage waiver? checkbox...Many companies offer damage insurance for the items being rented. WinTPOS/TPS® easily handles the addition of this insurance, popularly referred to as a ‘Damage Waiver’, to the order.

The system must be configured/setup for the automatic addition of this fee to customers. Access the inventory located at Main->Housekeeping->Inventory Setup->Inventory and lookup the Store Style DMG WAIVER. Edit the DMG WAIVER inventory item via the Inventory->Rental tab-> Rental Prices-> Rental Price w/Coat and Rental Price w/o Coat, found on Rental Tab, to the desired amount to charge. The entered fee which will become the amount charged to a retail customer for accepting the damage waiver. Also insure the Accounting Class and Category are set to the desired selections for the fee . Once the system is configured it will automatically mark each new retail order to be accessed the Damage Waiver fee. This checkbox will AUTOMATICALLY be checked for each NEW order created. This feature is active for new orders only (orders being created for the first time)! Checking or un-checking this box after new order has been saved will have NO effect.

The operator may un-check this box to removed the fee from the new order prior to it being saved. Once SAVED the damage waiver may be removed from the ticket via a ticket adjustment and canceling the Damage Waiver transaction. A damage waiver may manually be added to any ticket at anytime. Display the ticket and choose the SALE transaction button. For the Style enter DMG WAIVER.

The damage waiver is automatically unchecked for orders to Wholesale type accounts. See the topic Damage Waiver for more information.

Buttons

Rental Order Details button…Active when WinTPS is installed. It provides production details about the order, including picking ticket number, tracking number, sub rented, packing slip number, ship date and laundry batch number.

Change Line Item Status button... WinTPOS® maintains the line item status automatically. A reason may arise for the status to be forced to a different status. This button allows an operator to force the status to any other status.

Show Ticket... Displays the financial ticket this rental order is linked to. Allows the operator to review and/or make modifications to the ticket.

Assemble Order... Used with the optional WinTPS production software. Allows orders with a IN ASSEMBLY status to be assembled. When this button is clicked the system will drop the displayed order into the WinTPS assembly form so a QC check may be made as well as serial/bar-code numbers assigned to the order. The order status must be IN ASSEMBLY before it can be assembled. Once assemble, the order status becomes RECEIVED.

Pickup Order...Will allow an operator to mark the order Picked-Up. The order's Status will be forced to RECEIVED.

Rental Order details... Available with the WinTPS plant module. This button will display the production details of the order, i.e. picking ticket number, when shipped, tracking number, sub-rent info..etc.

Fields

Order total...The total price of all rental items, before any discounts.

Accessory package discount...The total discount automatically given for the accessory package purchased. This is computed based on the price groups for the accessory items.

Adjustment 1 &, Markdown code...Enter a adjustment amount and markdown code that will be applied to this rental order. You can only enter this adjustment on the order form when the order is created, not when you are editing the order later. When additional markdowns are needed, go to the Ticket form to enter an adjustment/markdown there.

Total...The total rental price for this order, including all discounts given on the rental form.

Additional discounts may manually be entered directly on the Ticket for this rental order. Additional ticket markdowns, if entered, are NOT reflected in this total price.

No charge for order? checkbox...Check this box if the entire order is to be free. WinTPOS® will create a ticket/invoice with a zero charge rental transaction. This applies to both wholesale and retail rental orders.

Prod. Notes...Production notes for this order are random comments about this order. The notes could describe any special circumstances or details. Any notes entered for this line item may be reviewed here and printed on a Production ticket when the Production software module is installed.

Ticket DEPOSIT message... This message displays GREEN when the deposit is met or RED when the deposit is not met. The deposit criteria is set in System Setup-> Rental Tab. The message displays the information of DEPOSIT PAID or DEPOSIT NOT PAID, SD (Security Deposit) paid amount and PMT (partial payment) paid amount.