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What is Availability

Two types of rental inventory are added to the WinTPS:

Availability

Un-Tracked items meaning ID/Serial numbers are not assigned. Only the total quantity entered in rental inventory for the style/size can be used on rental orders and are counted as available..

Tracked items, meaning ID/Serial numbers are assigned to each item of a style/size combination. In addition, the user must indicate that each item is available for for use on rental orders. Sometimes rental items become unavailable, i.e. on display, in repair ..etc. The available status is manually turned on or off for each tracked inventory item. The total tracked items entered and checked as available are counted for availability.

Styles are booked when a style and size is entered on a rental order, and the status is anything other than Not Confirmed. The system will allocate inventory items on a order from the order's Assembly Date to it's Back Date (inclusive).

Items are not available when the total quantity determined by the system to be on hand for a specified time period is equal to or less than the number of orders that require the same items (style & size.)

Order Dates

A rental order has five important dates.

  • Use date - The date the customer will actually wear the formalwear.
  • Pickup date - When the customer will pick up the order from the retailer.
  • Return date - The due date when the customer should return the formalwear to the retailer.
  • Asm/Ship date - The date when the order needs to be assembled and ready for shipping, or pickup. This date is before the pickup date to allow time for the order to make it to the pickup location.
  • Back date - The date when the order is returned, checked, laundered, and back in inventory ready for the next rental order. This date is typically after the return date to account for laundry time.

The system will automatically determine an order's Assembly Date & Back Date. The operator is only required to enter a Use Date (also known as Event Date). The methodology used to compute the dates is defined as:

  • Pickup Date = Use date - Event Pre days. If the pickup date is entered is a 'Non-Business' date the system will sub-tract a day and repeat if necessary)until the date does not appear in Non-Business days.
  • Return Date = Use Date + Event Post Days. If the return date is entered is a 'Non-Business' date the system will add a day (and repeat if necessary) until the date does not appear in Non-Business days.
  • Assembly date = PickUp Date - Asm Days - Ship days. If the Assembly/Ship date is entered is a 'Non-Business' date the system will sub-tract a day and repeat if necessary until the date does not appear in Non-Business days.
  • Back Date = Return date + RetDays + Laundry Days.

Definitions

  • Event Pre Days: This is the number of days prior to the Use Date defined within the event setup that is a customer is allowed to receive the rental order. This number is entered on the Event Type form & is automatically used by the system.
  • Event Post Days: This is the number of days after the Use Date defined within the event setup that is a customer is allowed to keep the rental order. This number is entered on the Event Type form & is automatically used by the system.
  • Laundry Days: This is a user defined time frame entered in General Set-Up-> System Setup-> Production Tab-> Laundry Days to indicate how long all items that are cleaned, on average, require before available for assembly again. The system automatically uses this number.
  • Ship days: The shipping method selected on the order has the number of days it takes the order to go from the production facility to the pickup location. For local pickup, this would be set to 0.

Note: A special program automatically executes each time ProfitSystem starts that reviews each rental order. When a order contains any items with a status of Picked-Up, Lost, Shipped or POS Returned (meaning it is not in the Service Center, ready to go out on another order as it was scheduled) it will set the order's Back date to the current date of the computer. This may affect the company's ability to fulfill future orders that could required the inventory items not returned. The Check Overbooking function should be ran each day for the upcoming week to make sure you have the inventory you & the system expected you to have to fulfill those orders.

Check Availability

There exists several ways to learn the availability of inventory.

  • The Order entry Item tab will alert the operator when an item is NOT available for the time requested by the order when the item is entered onto the grid.
  • The Check Availability function from the main menu (Locate->Check Availability (F3)). This powerful function will allow a operator to enter a Style & Size, Style only or Size only and Date Range. TPS display the quantity of inventory available for the information entered.
  • Via Forecast Report