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Return Rental Order

Action: RETURN

This form is used to mark orders as returned for WinTPOS© retail customers. The order's status must be Received, Picked Up, Shipped, or Lost before it may be returned. Once an order is selected, the rental items are displayed in the grid. A operator can check or un-check each item to indicate if it is present.

The system can automatically print a customer return receipt, providing a receipt document to the customer listing the specific items returned during the session. This is a setup preference in Housekeeping->General Set up->System/Store Set up->Rental ‘Print Return Receipts’.

If the customer has any balance at return time (either outstanding from the original rental, or from late fees, etc.) the Ticket form is automatically displayed after the items are returned.

The system setting: System/Store Set-up->Rental Tab->Serial numbers must be scanned for Return? controls the exact behavior of this form. With this option: SET/Checked, forces a operator to scan/enter all tracked inventory serial/ID numbers to return.

Entering a Order #, Customer or Event displays all items on the order. Scanning a serial ID number will return & display that tracked item only and display other Non-Tracked items on the order.

Scanning a serial ID number will return that tracked item and all the non-tracked items that were on the order. The user cannot manually check the Present? box for any other tracked item that may show on the order. A tracked item's Serial/ID number must be entered for it to be marked present.

UnSet/UnChecked, Entering a Order #, selecting a Customer or Event or entering/scanning a Serial/ID number of any item on a order displays all items on the order. Once the order's items are displayed the operator may indicate which items are Present? by checking the Present? box next to each item.

Any items NOT checked as Present? will be marked as LOST.

If an item is marked Present, the status is changed to the status specified for “Return order to” on the Stores form-Rental Tab for the store actually performing the return. It can be Returned, Shipped Back, Laundry, Wait Laundry, or Done.

Lost Items

Items on an order are marked LOST when the order is returned on or after it's DUE DATE and the operator does not check off or does not scan the barcode of the items that are present. If they are left unchecked/unscanned the order's line items not indicated as RETURNED are marked with a LOST status on the order, the inventory item is marked LOST. Later if the LOST item is returned past it's due date, a late fee will be added to the ticket based upon the system settings.

Returning that order again via the POS return will update an item's LOST status if eventually returned. Late fess will be charge if the return is past the order's return date.

As items are marked to Lost, a sale transaction for style code “LOST ITEM” is added to the ticket and the sales price is set to the replacement cost entered in inventory of the item lost. This is charging the customer for the lost item. When the customer returns the item (hopefully they do), the charge on the ticket may be manually adjusted and canceled by the operator.

With the optional WinTPS© Plant Management module installed the system will also mark the LOST item to UNAVAILABLE for renting in the inventory system and assign it the LOST status. This step removes the item from the available number of items to be rented. Conversely when/if the item is returned, the inventory AVAILABLE setting will be automatically checked by the system and the LOST status will be removed.

During the WinTPS Production (when installed) Assembly when a item marked LOST is scanned onto a new order the system also checks the inventory status and clears it and makes sure it is set to available for rental. The assemble also checks the orders and will change the STATUS to DONE if not already set, except for a order with a status of LOST. It skips lost as a reminder that the order was returned lost.

Late Fees

If an item is returned late, and the late fee method is set to Retn (set in System/Store Setup – Rental Tab) ProfitSystem® computes a late fee as the daily late fee charge for the item type (on the Item Type form) times the number of days late.

If the late fee is set to Daily, then the late fee is computed when the entire order is returned, and is the total number of days late times the daily late fee, as set in System/Store Setup – Rental Tab)

Late fees are Sales transactions with a SKU “Late Fee” and are automatically entered onto the order’s ticket for the customer to pay. Of course a Late Fee may be manually adjusted as any other sales transaction. The SA on the original RENTAL transaction will be automatically entered on the LATE sale transaction.

No Shows

Occasionally, rental orders are placed and the customer does not pick it up. ProfitSystem© will tag those orders as NO SHOW. The operator would simply return the order via this WinTPOS© form from the main menu. Since the order status would be RECEIVED, WinTPOS© would mark the order as a NO SHOW order. The operator may want to adjust the ticket balance down to zero (done by visiting the ticket & creating an adjustment). NO SHOW would be displayed on the Orders ->Order Tab underneath the order status. In addition the Orders Report and Rental Pricing report provide options to list NO SHOW orders.

Once a order is a No Show, a financial decision has to be made concerning the charges made to the customer's ticket for that rental.

  • Should the customer be forced to pay for the rental? If this is the policy then nothing has to be done to the ticket.
  • Should the customer lose any percentage of a partial payment made onto the ticket for that order and be forgiven for any remaining balance? If YES, then adjust the rental charge down to the amount the customer would be responsible for. If the payments on the ticket equal that amount you are done. However, give a refund for the partial payment paid that exceeds amount the customer is responsible for. Ultimately, the ticket balance must equal zero.
  • Should the customer lose only the SECURITY DEPOSIT placed on the ticket for the order? If YES, Adjust & Cancel the rental charge, the system will display a message that the order cannot be cancelled. That is OK, just click OK/Yes to the message, Refund any partial payments made and FORFEIT the security deposit paid. Tickets may also contain a DAMAGE WAIVER sale transaction and if so, this charge should be adjusted/ cancelled as well. The idea is for all charges related the rental order to be adjusted to the proper amount and to force the ticket balance to zero.

Fields

Serial number...Enter the ID/serial number of an item to be returned. All of the rental items on that order will be displayed. This only works when the ID/Serial number was captured at check in or when the Rental Production module is installed and ID numbers used.

Order number...Enter the actual order number being returned.

Customer number...Enter the customer number. If the customer has any orders of status “Picked Up”, they are displayed in the upper list.

Confirmation number...Enter the confirmation number that was assigned to the order . The system will display the order that has that confirmation number assigned. If more than one order has the same confirmation number the system will allow the operator to choose a single order.

Event number...Enter the event number. All the orders for that event will be displayed so you can select the correct one.

Item list...ProfitSystem® displays all the rental items on the selected order. Check Present? for the items being returned, leave it unchecked for the items that are missing.

Check All button...Will check the Present? flag for all items. A shortcut for fast entry.

Un-Check All button... Will UNcheck the Present? flag for all items.

Save button...Updates the items status to “Returned”. If the customer has a balance the customer's ticket will be automatically displayed.