Keystroke Point of Sale Help


Configuration Manager - Menus - Settings - Sales Transaction Types - Rental

Rentals are used to record transactions that include Rental items currently being rented (checked out) by Customers. The Rental flag on the Inventory Database record needs to be enabled for every Rental Inventory item in order for the Rental Transaction Type to properly handle quantity adjustments. The Rental Transaction Type is simply used to categorize and track active rentals (much like a paper filing system might be used to store a Customer's driver's license or ID while the Rental items are out). When Rental items are returned, Rental transactions are converted to Sales Invoices which become the permanent record of the Rental as a sale.

Inventory database records are defined as Rental items by enabling the Rental flag. The Rental flag affects how the QOH (Quantity On Hand) is adjusted when a Rental item is included on a sales transaction. Specifically, adding a Rental item to a sales transaction reduces the QOH of the item by one and increases the Allocated Quantity by one regardless of the quantity entered in the Days column. A quantity entered in the Actual column results in exactly the opposite (i.e., any Actual quantity causes the QOH to be increased by one and the Allocated Quantity to be decreased by one regardless of the actual quantity entered). In other words, the net effect to the QOH when Rental items are entered on sales transactions is zero. When an item is rented, the QOH is reduced by one; when the item is returned, the QOH is increased by one to reflect that the item is again available to be rented.

When Rental items are entered on sales transactions, the line item quantity represents the duration of the rental, as opposed to typical inventory where the quantity represents the number of items being sold. In other words, for a Rental item the sale quantity does not represent the number of items being rented but rather the time period of the rental. The price of a Rental item represents the rental fee per unit of time (Days by default). For example, if a bicycle is rented by the hour and a customer rents it for three hours, you would enter a quantity of three on the sales transaction and the total rental fee would equal three times the hourly fee (which is stored in the item's Base Price field).

Although not required, it is strongly recommended to identify each Rental item with a separate Inventory Database record. This allows the QOH to function as an indicator for whether the item is available or is currently being rented (i.e., 1 = available to rent and 0 = currently being rented). To rent out more than one unit of an item on the same transaction, enter each unit as a separate line item. For example, if three identical bicycles are available for rent, use three different Inventory Stock Numbers each with Quantity On Hand = 1 and the Rental flag enabled.

The Rental Transaction Type is not enabled by default. The default settings on the Rental Transaction Type do not allow in-store credit (On Account) payments, and no minimum payment or deposit is required. The two quantity columns are labeled Days and Actual. The column label names may be changed in the Entry Parameters (as well as on printed Forms) to reflect the unit of time by which items are rented (e.g., Hours, Days, etc.). The term Actual is used instead of Shipped since the field represents the actual duration of a rental and is typically completed when a Rental item is returned as opposed to when normal items are sold/shipped.

Serial Numbers on Rental Transactions: When a rental item that uses Serial Numbers is entered a transaction a Serial Number must be selected and is then removed from the item's Serial Number list. Any quantity entered for the rental item (other than 0) prompts for 1 serial number to be selected (even negative quantities). When the rental item is returned and the Rental Transaction is converted to a Sales Invoice, the Serial Number is added back to the item's Serial Number list to indicate it is available to be rented.


Setup Screen Default Settings - Setting / Default / Status:

Enabled / OFF / May be changed

Name / Rental / May be changed

Menu Name / &Rental / May be changed

Short Name / Rental / May be changed

Abbreviation / RENT / May be changed

Description /For items currently out on Rental basis / May be changed

Next Number From / Rental / May be changed

Data File / KSTRRENT.DAT / May be changed

Save Payments To This File / OFF / May be changed

Directory / NULL / May be changed

GL Payment Posting / Order Deposits / May be changed

Hot Key / [Ctrl]+[R] / May be changed

Security Levels /see Default Sales Transactions Security Levels


Entry Parameter Default Settings - Setting / Default / Status:

Qty Only / ON - Days / May be changed

OnOrd/Ship / OFF - Days Actual / May be changed

TotQ/TShip / ON - Days Actual / May be changed

List/MrkDn / OFF - Mark-Down / May be changed

Cost Profit / OFF - Profit / May be changed

Default Mode / TotQty/TotShipped / May be changed

OnOrd To Shipped / Always / May be changed

OnOrd/Ship - Display Ship Totals / Not Avaialble / N/A

Auto-Fill Shipped Qty On New Lines / OFF / May be changed

Auto-Fill Shipped Qty On New Edit / OFF / May be changed

Detail Box / Line Item Comment / May be changed

Disable Customer Display / OFF / May be changed

Customer History - Start Date / Blank / May be changed

Customer History - Show on Customer History Screen / OFF / May be changed

Customer History - Warn if Existing Transaction / OFF / May be changed

Customer History - Load Customer Line Item History / OFF / May be changed

Customer History - Warn if Item on Existing Transaction / Not Available / N/A


Complete Sale Parameter Default Settings - Setting / Default / Status:

Fields to be displayed:

Order Number / ON / May be changed

Salesperson / ON / May be changed

Discount / ON / May be changed

Shipping / OFF / May be changed

Editable Tax / OFF / May be changed

On Account / ON / May be changed

Payments / ON / May be changed

Orig Order Date / OFF / May be changed

Ship Date / OFF / May be changed

Not Before Date / OFF / May be changed

Not After Date / OFF / May be changed

Default Entry Fields (to which the cursor automatically navigates):

Orig Order Date / OFF / May be changed

Ship Date / OFF / May be changed

Not Before Date / OFF / May be changed

Not After Date / OFF / May be changed

Order Number / OFF / May be changed

Salesperson / OFF / May be changed

Discount / OFF / May be changed

Shipping / OFF / May be changed

Prompt for Payment / ON / May be changed

Select Payment / OFF / May be changed

Edit Pay Date / OFF / May be changed

Confirm Totals / OFF / May be changed

Support Print Immediately / OFF / May be changed

Other Complete Sale Parameters:

Allow Credit Payments / OFF / May be changed

Min Payment / 0% / May be changed

Don't Give Back Change / OFF / May be changed

Give Change On Partial Shipment / OFF / May be changed


Update Parameter Default Settings - Setting / Default / Status:

QOH / ON / May be changed

Qty Allocated / ON / May be changed

Qty On Layaway / OFF / May be changed

Total Sold / OFF / May be changed

Last Sold / ON / May be changed

Last Shipped / OFF / May be changed

Amount Due / OFF / May be changed

Total Purchased / OFF / May be changed

Last Purchase Date / ON / May be changed

Back Order List / ON / May be changed


Save Parameter Default Settings - Setting / Default / Status:

Convert When / Items Shipped / May be changed

Convert To / Sales Invoice / May be changed

Prompt Before Converting / Not Available / N/A

Keep Number When Converted / OFF / May be changed

Don't Save Shipped Qty / OFF / May be changed

Copy Shipped Items to New Sale / OFF / May be changed

Print New Invoice / OFF / May be changed

Delete Filled Line Items / OFF / May be changed

Delete Completed Transaction / ON / May be changed

Archive To / Archives / May be changed

Reload Prices When Editing OFF / May be changed

Reload Avg Cost When Editing / ON / May be changed

Use Current Date For Sales Tax / OFF / May be changed

Rev Trans - Tax On Orig Date / OFF / May be changed

Recalc Shipping When Editing / OFF / May be changed

Ignore Purge Immediately / OFF / May be changed

Manual Conversion To: (based on Transaction Type that have been Enabled)

Sales Invoice / ON / May be changed

Layaway / OFF / May be changed

Sales Order / OFF / N/A

Quote / OFF / May be changed

On Hold / OFF / May be changed

Rental / Not Available / N/A

Gift Registry / OFF / May be changed

Special Order / OFF / May be changed

Service Order / OFF / May be changed

Recurring Charges / OFF / May be changed

Not Used / OFF / May be changed

Archives / OFF / May be changed

See:

Sales Transaction Types - Setup Screen

Configuration Manager Contents

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