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Rental Orders Form Overview

Action: RESVMAST

The capabilities found within the rental modules are only available when TPOS or TPS software is installed.

The Rental Order Form is where rental orders are created, reviewed and modified. It also is a source of information concerning the order, examples are ship dates, status, tracking number .etc. Rental Orders may be for Retail Customers (requires WinTPOS) or Wholesale accounts (requires WinTPS).

The Order form(s), even though containing many details, have been designed for ease of use and fast data entry. The utilization of field auto complete', add same, catalog codes, measurement conversions, auto pricing, auto accessory package pricing and default application of damage waivers are just a few of the ways that the system saves data entry time.

Overview

A rental order contains a pickup location and ordering location. The pickup location may be a company owned retail store or wholesale account (feature available when WinTPS Plant Management is installed). The pickup location controls which shipping methods are available and the rental item pricing charged.

Upon creation, a rental order will automatically create a financial sales transaction on a ticket/ledger and link that sale to the rental order.. For company owned stores this would be a customer's ticket whereby the customer may add additional retail sale items, security deposits and/or partial payments. With the optional WinTPS accounts receivable module for wholesale accounts the ticket becomes a transaction ledger that ultimately becomes a invoice when the order(s) are shipped.

A rental order's original value is recorded when the order is initially created. Management, as an audit, may run the ProfitSystem Balance Difference Report for a specified time frame to review rental orders where there original value does not match the current financial ticket.

Automatic Order Ticket Adjustments There are four ways to create a ticket adjustment for an order.
1) The business may define the standard rental period. A order that extends this standard period may be automatically charged for the time it is kept out. This is defined in the system setup - rental tab. When a order is created that extends the standard rental period WinTPOS/WinTPS will automatically enter an adjustment on the customer's ticket/wholesale ledger. This 'multi-period' rental will have an user created adjustment code (this code is placed on the ticket with the adjustment) and calculated charge that was defined in the System/Store setup form - Rental Tab. 2) A price change of any item on the order after the order is initially created/saved. This includes a direct price over ride or replacing a style on the order with a new style of a different price or adding/removing an existing style that results in a price change. No adjustment code placed on the order, just on the ticket. The system can track these order modification via the Housekeeping-> General Setup-> System Set-up-> Rental tab-> Keep order change history. 3) An adjustment code manually entered on the order. The code will appear on the order and ticket. 4) A CATALOG CODE is entered when the order is created where the sum of the items within the catalog code is different (usually more) than the package price of the catalog code. This enters an adjustment on the order which is also placed on the ticket. A code on the order and ticket. 5) The utilization of Package Pricing. A package price is usually less than 'ala cart' pricing. The user has a choice to use package pricing or not on an order. Any adjustments made to a rental order via the rental order entry that affect price will automatically be place on the ticket/ledger for the order. An adjustment code of ORDERCHANGE (this code is system defined and may not be changed) will be auto inserted on the adjustment and the Order # will be inserted in the Reference line.

For wholesale accounts, payments are made to invoices. Once a invoice is created any price modifications to any order on the invoice will always be placed on the same invoice as the original order. Late fees automatically applied for a specific late order will be placed on a new invoice.

Within a retail store the order is associated to a customer and the customers sales ticket. Optionally the customer may be a member to an event, like a wedding. Payments are made to tickets.

The rental order itself contains the rental items, and a total charge for the rental. The rental order also has a single Ticket or Invoice (for a wholesale account) associated with it to hold the total net charge. The ticket or invoice is created automatically by the software when the rental order is saved. The total price for the rental is transferred over to the ticket/invoice, and is shown as a single rental charge line item on the ticket. If the rental order is changed after the ticket is created, and price change results, then WinTPS will insert an Adjustment line item on the ticket to account for the price difference. The markdown code on this Adjustment will be ORDRCHNG, indicating that the adjustment was automatically inserted by WinTPOS/TPS.

TPS/TPOS will NOT apply order price adjustments to tickets/invoices if the adjustment causes the ticket balance to fall below zero. The entire price adjustment will be ignored.

Rental orders can be created or edited from the Event form, the Customer form, the Main Menu or from the Wholesale Order Entry forms

Order Types Diagram

The rental order as a whole has a Status, and each line item has a Status. The status tells you where the order is in the production process (also see Item Status).

Note The order status could be different from a line item status. For example, if all but one of the line items on an order are Returned, the order status will be Picked Up, the single line item will be Picked Up, and all the other line items will be Returned. The order's status will equal the status of the earliest line item status in the production cycle.

When a new rental order is created, it's initial status will depend upon options that are set in the General Setup - Rental tab.

Once a order is created and saved it will have a STATUS. Depending on your operation, management may want to limit when store personnel are allowed to make changes to orders.

Installations where the TPS Rental Production software module is NOT installed will have an option within General Setup - Rental tab to Require confirmation numbers for orders. When the option is enabled (checked), new order statuses will b e Wait for Confirm In this case, to confirm an order a confirmation number must be manually entered on the rental order itself, or use the Enter Confirm Number form, located at Main->Enter Confirm Number. If the option is not checked, orders are status Confirmed immediately after each is created.

Upon installation of the TPS Rental Production software option: Order statuses are Wait for Confirm until saved at which point the status will become Confirmed. See the topicRental Order prices are computed as outlined in How Are Rental Order Prices Computed,An Order is not allowed to be edited once it has been Picked up (Picked Up status) by default. However, this may be a user defined setting. Some operations may not want store personnel to change orders once it is in assembly for example. This feature is controlled via Housekeeping-> General Setup-> System Store Setup-> Rental Tab-> Deny changes for statuses setting.

The Order form has three tabs. Please review each's topic/chapter for more information.

  • List tab: Used to locate the correct rental order. Several search options are provides to locate a specific rental order.
  • Order tab - Contains information that applies to the complete order, such as customer, pickup and return dates, etc.
  • Items tab - Contains the line items for the order, such as the coat, pants, etc, sizes & production notes.