Rental Orders Form Order Tab

Action: RESVMAST

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

This tab shows the order details that pertain to the entire order.

Order...This is the order number automatically generated by ProfitSystem®. It consists of the store number followed by a sequence number. If WinTPS is configured to prompt for order numbers (“User must enter rental order number?” option on System/Store Setup-Rental Tab ), then WinTPS will ask for the order number after the Add button is clicked.

Created...The date/time this order was created.

Ordered at...The store location that created this rental order. For retail type store/accounts sales tax for the order charges will be computed on this location for the customer.

Pickup at...The store where this rental order will be shipped to (for WinTPS Plant Production users) and/or where the customer will pick it up.

The pick-up account entered sets data entry parameters configured in the Store / Accounts form for this order, i.e. 1) Pricing used, Wholesale or Retail 2) The type of billing, i.e. invoice/COD or ticket or none 3) Whether a customer can be assigned or not and 4) the available shipping methods. For pickup location having a WHOLESALE type, sales tax will be charge based on the pickup store/account sales tax rate. Finally the pickup location controls items status when it is assembled and shipped.

Customer...This order is for the customer displayed here. For orders going to Retail type pickup accounts, you can change the customer by entering a new customer number, or using the binoculars to select another. For Wholesale type accounts, simply enter the customers name

Event...Rental orders can be associated with an event (the groom and groomsmen for a wedding, for example.) For Retail type pickup accounts, select the event using the lookup button. For Wholesale accounts, enter the event name.

Height/Weight...For Wholesale type accounts enter the height and weight for the customer, to be used by the Auto Size Suggestion system. Will not display for retail customers.

Shipping Method...This field is available with the optional WinTPS Production management software. It is the transit method of how the order will reach the store/account. Shipping methods are defined for each store/account in the Stores/Accounts form and is controlled by the pick-up account entered for the order. Each shipping method will have defined the time required to ship to/from the location the order is being sent. WinTPOS/TPS will complain if the shipping method selected will not allow adequate time for the order to be ready on the customer pickup date.

Alternate ship to...Optionally, the order may be shipped to a different store/account than the pick-up location. This location can appear on a Picking Ticket to signal order shipping personnel where to ship it. By default orders are shipped to the order's Pickup location.

Current location... Orders should be Checked-In or Returned thru the system hen they are received from the supplier/service center and returned from the customer. This field is the current store ID of the location where the order is. It is automatically filled in by the Check-In order function and Order Return function. Sometimes orders can be mis-shipped to the wrong retail location and/or the customer returns it to another store that was more convenient to them, rather than the original Pick-up store. This inform management where the order is/was.

Confirm order regardless of availability...If checked, ProfitSystem® will automatically confirm this order, even if inventory will not be available on the dates specified. Only available with WinTPS Service Center Integration. The RESVFORC security setting control whether or not the user can check this.

When entering a new Order the system checks availability for each style/size as it is entered onto the order. If the style/size is NOT available for the timeframe requested then the system will complain and display alternative sizes (larger & smaller sizes). When a NON-available style/size is required the operator can force the order into a OVERBOOKED but CONFIRMED status by checking the 'Confirm order regardless of availability' checkbox on the items screen. This allows the order to be saved. If the operator does not check 'Confirm order regardless of availability', the order cannot be saved. Once a order is OVERBOOKED it must be handled in Production via the 'Check Overbookings' function.

Invoice number... This is the invoice number the charges for this order was placed on when billed. Invoices are used for wholesale accounts in the optional WinTPS module or for retail open account/invoice customers. Double click the invoice number in the field and the invoice form will be displayed.

Returned at alternate store...The store ID where this order was actually returned and is automatically set by the customer return function.

Status Order...The order status. See rental order status topic for more information. Beneath Order Status the code NO SHOW may appear. This appears when the order was returned with a RECEIVE status, i.e. it was never marked PICKED UP by the customer.

Ship... Displays the shipping service used to ship the order (if a service was used) and shipping date. If a rental order has multiple, different ship dates or tracking numbers then display “see order line item details” instead. This happens when items of an order are shipped at different times via multiple shipments.

Track... Displays a tracking number of the ship service used (if available). The tracking number is actually stored on a line item by line item basis, so , if a rental order has multiple, different ship dates or tracking numbers then this will show 'see order line item details” instead. In that case, use the Rental Order Details button on the Items tab to see the tracking numbers on this order. This number is filled in automatically when you ship using an integrated ship service, such as ShipRush.

Ret. Trk... Displays the return tracking number of the ship service used (if available). If a rental order has multiple, different ship dates or tracking numbers then display “see order line item details” instead. This number is filled in automatically when you ship using an integrated ship service, such as ShipRush.

This is an exchange for order...When you exchange an item on an order, ProfitSystem® creates a new order to hold the new item. If this is one of those orders, this field contain the order number of the original order. This is maintained automatically by ProfitSystem®. A Order may have multiple exchange orders associated to it.

Type...The type of rental order is validated against a management defined database, popularly either Formalwear, Gown or Prom. Rental order types are created/edited using the Order Types form, located at Main->Housekeeping->General Setup->Order Types (ORDERTYP) The order type controls how the income revenue for the order is accounted for on the Revenue Report. It can also be use to report on orders grouped by Type, thus providing interesting statistics.

At least one Order type must exist for each pricing/account type in the Stores/Accounts, WHOLESALE and RETAIL. For example, say two store/accounts existed, one retail and one wholesale. There would need to be a order type set-up for each, ie. Formalwear for Wholesale & Formalwear for Retail. The user would need to select the appropriate type for the order when the order is created.

Role...The role that this member will play in the event.

Used on...The date the rental order will actually be used. This cannot be a past date.

Pickup on...The date the rental order is to be picked up at the store by the customer. Automatically completed by the system. If the use date is today, then the pickup date is also today.

Return on...The date the customer is to return the rental order. Late fees are computed if the rental order is returned after this date. Late Fees begin for orders not returned by this date and automatically applied to customer tickets when the order is returned by the retail customer or automatically applied to new Invoices for wholesale accounts.

Hints: The user should enter in the USE DATE of the rental. The system will calculate the remaining dates automatically based upon system settings.

The Pick-up on date and the Return on date CANNOT be greater than six weeks apart. Late fee amount calculations are determined by the Late Fee system setting found in System Setup-> Rental tab.

The 'Pickup on & Return on' dates automatically default to dates based upon Event Type settings in Housekeeping->General Setup->Event Types. A User can set the number of PRE DAYS & POST DAYS to subtract from the USE DATE for defaulting PICKUP on date and add to USE DATE add for defaulting RETURN on date.

Event Types are assigned to Events whey the event is created. Different events can have different Pre & Post Days set. Single rentals and Wholesale rentals will always default to the Pre & Post days set to Wedding event types.

A rental order standard cost to the customer may be automatically increased by WinTPOS based upon the rules set 'Charge for Extra Rental Periods' found in System Setup-> Rental tab when the order is initially created. This increase is treated as an adjustment and automatically added to the ticket the rental order is lined to. The markdown (adjustment) code set in the system setting is inserted onto the ticket's adjustment transaction for easy identification.

A change to the Pickup and Return dates that extend the rental period will initiate an alert message to the operator to check the ticket for extended period charges that the date modifications may cause.

Asm/Ship on...This is a calculated date used to indicate the last date when the order can go into assembly/production to reach the account/store/customer by the Pickup date. Automatically completed by the system. Can be modified if the user has RESVCHNG security. If the use date is today, then the asm/ship date is also today. Back in Inventory … This is the estimated date that all items on an order will be available for a new order assembly. This is automatically calculated by the system & automatically entered by the system. Can be modified if the user has RESVCHNG security. The Back in Inventory' date is a basis for determining item availability when using the optional WinTPS module. Formula is: Return date + RetDays + Laundry Days.

Note: WinTPS will not allow the Assembly & Back date on a rental order to be more than 42 days apart. The Check Overbookings in the WinTPS© module will complain and display the order numbers of orders that have dates more than 42 days. It will ignore those orders in it's processing.

Actual Return Date...This is the date the last time an item was returned on the order. It is completed automatically by the system. 'Actual Return Date' is the date the last item on the order is returned via the POS return function, Later when the order is completely returned at the plant (with WinTPS optional module) the date is overwritten with the date the last item on the order is returned there. See Item Availability for more information on dates.

Confirmation number...The confirmation number is used when this shop brings orders in from an outside company and does not utilize BBL’s integrated rental production software module.

This is the confirmation number given to the shop by the supplier when order is confirmed (ordered) from a supplier. The operator enters the confirmation/order number from the supplier here and the order status will be set to Confirmed. Confirmation numbers may be entered from the Enter Confirm Numbers form at Main->Enter Confirm Numbers to confirm orders also.

PO/Authorized by...WinTPOS Point of Sale software module can support third party billing for retail payment of rental orders. An example of this is a hotel situation where it’s employees come in to rent items for an event at the hotel. The hotel provided the employees a PO number for the statement to reference. This field allows that PO number to be entered as a reference.

Sales associate...The SA ID of the sales associate who created the order. When the enter key is pressed from this field the system will automatically change to the Items Tab and position the cursor on the style field. The Sales Associate is required information. The order will not save until a SA is assigned to the order. The Sales Associate ID entered here will receive the sales/revenue credit for the rental charges. Their ID is automatically transferred to the Rental Transaction created on a sales ticket when the rental order is initially saved. This ID is also automatically added to any other ticket transactions created from the rental order, including damage waivers, multi-rental period charges, markdowns/discounts, catalog code pricing adjustments ..etc.

Hint With the optional Rental Production module installed, the 'Tab Order' (the order in which the cursor jumps to each field when the Tab or Enter key is pressed) can be modified.

Hold down the SHIFT key & click onto the blank area of the bottom right corner or the form. A list of all the fields will be displayed in their current tab order. Simple move the fields into the order that you want them.

This tab order is only in effect when the from is displayed from the Rental Production->Stores/Accounts->New Rental function for wholesale pricing/type store/accounts.

Buttons

Hold / Release Hold button...Writes all edits/additions permanently to database, and sets the Hold flag for the order. When the Hold flag is set the notation “ORDER HELD” appears on the Order tab and this button name changes to Release Hold, near the Order status. Held orders will not print picking tickets, and also can be reported on using the Held Orders Report. An order is usually held if a deposit is not taken on the order or there is some question about the order, i.e styles or sizes and the operator does not want the order to go into production.

To ‘Un-Hold’ simply click the Release Hold button. When the SAVE button is clicked to save changes ProfitSystem© will ask the operator to Take the order off Hold, Yes or No. Answer Yes and the order is automatically taken off HOLD and will print on Production Tickets (assumes all items are a Confirmed status).

Note Changes to orders may be logged and tracked. This feature is set to Low/High via housekeeping-> General Setup-> System Setup-> Rental tab Keep Order Change History?. WinTPOS will request a change REASON when a tracking level is set.

Ship / Un-Ship Hold button... Allows the order to be placed into a Ship Hold state or to Remove the order from the Ship Hold state. This feature typically utilized by order production to control when orders are shipped to stores / accounts.

Show Ticket button...Displays the sales Ticket form associated with this rental order. There is always one and one ticket only associated with each rental order. For a wholesale order, displays the Ticket that contains the invoiced line item. Show History button…Displays the order change history. There is an option in System/Store Setup - Rental Tab, “Keep order change history.” If that option is checked, ProfitSystem® will prompt the user to document any changes made to the rental order. This button will display all recorded order edits. Show Notes button…Allows notes and comments related to this rental order to be created or edited.

Plant Status button...Selection only available when DOS TPS Plant is accessible from ProfitSystem. Clicking this button will display the order status in TPS DOS Plant. After the order is confirmed in WinTPS, it will pass through a variety of statuses in TPS Plant (WT ASM, IN ASM, WT SHP, SHIP) During this time, the status is WinTPS will remain Confirmed. In this case, knowing the TPS Plant Only status can be useful.

Cancel Order button...Once the desired order is display the CANCEL ORDER will change order’s status to Canceled and a cancellation receipt is printed, thus providing an audit trail.

The rental order's SALES transaction on the ticket is also canceled as long as no payments have been taken. If payments have been taken, the user is advised via a WinTPS© message to manually cancel the rental SALES transaction on the ticket. Reports may be ran of canceled orders via the Orders Report providing an audit trail for management.

Note NO SHOW processing. Often customers do not pick up the orders they have rented and are in the shop awaiting pickup (RECEIVED status). Most stores consider this a NO SHOW order and wish to account for it. This is a simple process. Just return the order via the RETURN function and WINTPOS will automatically reverse the inventory turns/stats for the order. The user should visit the ticket associated to the order and perform an mark down adjustment using the reason of NO SHOW when an unpaid balance exists.