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RTPro User Manual Set Lighting . Grip . Audio

1. 136 Ss A o et et dt 136 FER far CNECCHIN SCICCN da A A ES ai ent due 136 Check in Barcode 0 MENS cia giia a AA wees A lia OO laos 138 Checkin Non Barcodod ia A o A EA o lat 138 Sr O TO 139 Cancel CUECA a etes reine lie 139 BOSS and Damage US SAA E AE NN ei datas 139 Other Important Check In functions 139 MISSING SA PE TN Pa A 140 Rental in DOAN Screens etaient a aaa 141 CHECK IN BY PIOQUCTION ER nt id 141 CAECICINIB M EQUIPMENT NRA Ann eMail At es 142 CRECICIVBY Palen eve SRE aa lla 142 Check in Across Multiple All Orders VV 143 Order Processmo Reports a dra 144 QUICK LIS E A di a 144 QUIE SNC ed 144 A A O 145 Checkout Sheet contract ii A iii 145 Cunen Week CONTA ii 146 EXChange A cos 146 SN caa ca eden e E N a a E N 146 A a E E A A A a Te Eee Tee ee 147 Check A O A AE 147 Check in Sheet by PO Ci 148 A RS Me der ee nets das asc 0 eu ee ec ecole 148 VOS RS a MERE Ae et Sn tee Domi 148 CSI GS 2 RE En E A a RAN REE eT 148 SNPPNG LaDelS En E ea ee enterrer ne 149 DN SED o AAA het caer due phon abt a o E 149 SUNENA O AP ono AI en een en ornate 149 SUBEN PO RULES tdt 149 Order ACUVILY DY FIOGUCTION cascadas ii dianas 150 Gantt Charl for Open OFAOFS scort ali ane esse una rene trentaine deeds 150 Gantt Chart for Equipment Availability 150 BIEN GS aaa 153 BNO Modules on o NO a 154 Understanding the Billing Menu layout ss 154 Setting Up the Billing Schedule 4
2. E Rental Inventory Work Sheet RTPH lu P x Print Scanner Readable Information 7 The first field in the report with the column header of Category Barcoded Only will have a checkmark X in it if the SEES equipment code is marked as Barcoded Only in the Rental nue m Equipment Entry Screen This report contains equipment code description quantity and notes Double Space E Location ii Options Location If you use multi location features you have another option to select one of your locations and see the reports of equipment that exist there Department Shows only the equipment belonging to this Department Leave this blank to show items from all departments Category Shows only the equipment belonging to this Category Leave this blank to show items from all categories Equipment Range The range of equipment displayed in this report can be limited by selecting the beginning and ending equipment code Leave these blank to show all equipment Print Scanner Readable Information This checkbox specifies whether to print a scanner readable barcode label for each equipment code or not Example Rental Tracker Pro Demo Company Rental Inventory Work Sheet Date Time 2006 06 13 3 1 7 11PM Page 1 of 76 Location LA DL O Counted 00055 ARRISUN 1200 PLUS PAR HEAD ES pe x ARRISUN 575 PAR HEAD AE ee Currently In Repair Report This report reflects the items tha
3. 10h 20 200 at EI Note 1 summarizes the te of employee working time can be set through the Employee Detail screen with Hourly Rate and Weekend Hourly Rate Calculation of Billable Amount using Force Use option This option will force user to use either the Normal Rate or the Weekend Rate This option will be helpful when we have a date range that a part of 1t is normal day and the other part is weekend Imagine your employee should go to work on 29th of March until 30th of March Please note that our calendar displays 30th of March as a normal day Here for example you can force the program to use the weekend rate or normal rate for both 29th and 30th of March Consider the following examples a Force to use Weekend Rate for Hourly bill type Time ee Time ail ka Billable Rate Weekend Calculation E Rate sal nl ni 00 ul 30 23h Hourly 25 23h 30m 25 Weekend Normal AM AM 30m 587 50 Day Program declined the Normal rate and considered the weekend rate instead for both selected days b Force to use Normal Rate for Hourly bill type Mid Time al Time Hours Billable Rate Weekend Type Rate a a inal 00 30 23h Hourly 20 23h 30m ll Weekend Normal AM AM 30m 470 Day Program declined the Weekend rate and considered the Normal rate instead for both selected days Report Labor Space Scheduling Report Scheduled working hours for a labor space can be printed out u
4. Eq Category Equipment Begin gt gt id a Equipment End _ e TT Subrental Cancel Checkin Mise Input Box l xX Enter the quantity to Checkout Checking in Multiple Orders across a Production Click Pr after In telp a V A lin am EJ Handling Orders O 2010 Rental Tracker Inc Select individual orders click Include All F3 for Show Only Orders with Item Out Show All Orders eS prior eue all orders or enter equipment code Click Checkin Screen F10 Check in orders as you would a single order 500244 2002 1 500350 2003 0 EJ Handling Orders O 2010 Rental Tracker Inc EX Handling Orders O 2010 Rental Tracker Inc Appendix Logging into RTProSL Double click the RTPro desktop icon xj Enter your User Name and Password Click OK or press Enter Database Rental Tracker Pro Suspending System Suspending RTProSL ALWAYS END YOUR SESSION To end your session but keep RTProSL active Exit all windows until you return to the Main Menu Click the Lock icon in Exit module Exiting RTProSL Return to Main Menu Click Exit icon and at prompt click Yes xj 9 Exit Rental Tracker Pro E Log In Out Suspend O 2010 Rental Tracker Inc
5. Change Refund Adjustment Transaction Date This option will change the date of Refund Adjustment transaction for the selected payment EX Account Receivable O 2010 Rental Tracker Inc Create Credit Memo You may establish a credit memo for a production through the Invoice Screen Select this option from Payment menu or click on its icon in AR module Credit Memo List This option will return a list of all Credit Memo relevant to selected production Reports Production Account Inquiry With this report you can select a production and see its balance in detail According to this report each invoice regarding the selected production amount of this invoice payment type and finally the complete balance of the production can be seen Each invoice is represented in a a Invoices separate table To track invoices for a production choose a production from lookup table There is an option here to Date From filter the report to show Open Invoices or All Invoices By To 1171872007 choosing All Invoices this report can be filtered using a date range In this case only invoices which are created in the date range will appear Select Include Order Information to print out brief information about orders y OF M Cancell Let Y Help I Include Order Information Example Rental Tracker Pro Demo Company Production Account Inquiry Date Time 2006 06 1012 08 09PM Page 1 of 1 Produ
6. Client workstation Hardware Intel Pentitum dual core processor 1 80GHz or equivalent 1GB of RAM 20 GB hard drive Operating System 2000 XP Vista Windows 7 XP recommended Sound Card with speakers used for audible confirmations during Checkin checkout process Server Hardware Requirements Hardware Intel Quad Core Xeon processor with 4GB of RAM and RAID 5 Operating System Windows 2000 2003 Server 2008 Server SQL Server Microsoft SQL Server 2000 2005 2008 Standard or Enterprise Edition Server Disk Space Requirements On average RTPro database requires about 1GB disk space to start with and it grows about 0 5GB each year If you are storing images of your equipment then you need to allocate an additional 1GB for images to the initial disk space If you use the Revision feature of RTPro you need to allocate another 1GB to the initial disk space If you have a training or test database on the same server then double the amount of disk space given above Call us at 888 595 8041 ext 1 if you need further analysis of your system and disk requirements Installing and starting RTPro software Before installing RTPro make sure that you meet the system requirements listed in System requirements Read the ReadMe document on the RTPro CD ROM for any late breaking information To install and start RTPro Run Setup from CD ROM and follow the relevant instructions Resources for learning RTPro software Use thes
7. Note If your company is multi location you should select location before continue The Batch Invoice Screen will appear Batch Invoice Screen RTPro Demo Company i 7 ES E 3 Oj xj File Search View Help MN AS 29 ince BE ee 7 M Exchide Holds P hess M Loss 7 Restocking 13 1 Create Dralts 3 Confim Draft e Sales Damage 2 Print Drafts gf 4 Print Invoices In this screen choose as of date select a production if billing a single production and if you don t want to create invoice for hold orders checkmark Exclude Holds Choose the bill types to include in the calculations Press the 1 Create Drafts button You will see a list of all created drafts Next the draft can be printed for review but this is not required If you wish to print drafts click 2 Print Drafts The next step will be to confirm the drafts into invoices Click on the 3 Confirm Drafts box for each draft you wish to confirm into an invoice The Invoices can be printed Click on the 4 Print Invoices Once done the batch will need to be stopped Click on the 5 Stop Button Any drafts that are not confirmed into an invoice will be deleted ECM Billing 2010 Rental Tracker Inc Batch Invoice Print This option will print Invoices for the selected production You can choose to print all the invoices listed in Batch Invoice Screen with summary or Detail You may s
8. Notes Enter a Brief Note about this Sales Person here Exclude If checked users will not be able to select inactive salesmans in lookups Billing Schedule RTPro is designed to create an invoice for billable rental items on a weekly basis Variations to standard weekly invoicing can be designed by setting up a billing schedule For example you may want to create one invoice per week or perhaps every fourth week with a 50 discount Use the billing schedule to define these billing periods so that certain reports and invoicing procedures will prompt billing periods for the order according to your schedule and amounts rather than the weekly default settings A Billing Schedule can create from an order for that order However if a billing schedule is to be used on a regular basis a template can be designed so that a billing schedule may be quickly and easily created for additional orders To do that you must first create a Billing Schedule Code and then create the template in Billing Schedule Setup Both of these are covered below using the following example for an order that has rentals totaling 1000 00 For the RTPro Show the order will bill as follows Week 1 will be billed at full price 1000 00 Week 2 will be billed at a 25 discount 750 00 Week 3 will be billed at a 50 discount 500 00 All subsequent weeks are also billed at 50 until the order returns E Setting up RTPro O 2010 Rental Tracker Inc Billing Sche
9. inventory 1s received user can post the inventory items against the PO To access this section click on the Inventory Purchase Order icon in the toolbar or select it under the Inventory drop down menu Inventory Purchase Order Screen In this screen you can see a list of all inventory Purchase Orders Press Refresh button to see inventory PO s or filter this list by PO Vendor Description or Date range and then hit the F2 key to see a list of the filtered PO s Note Double clicking on the desired purchase order will display a list of items ordered in this PO through the Inventory Purchase Order Detail screen Note If the values of the Ordered Received and Posted columns are all the same a yellow color shows the PO is complete Adding new Inventory purchase Order To add a new inventory purchase order click on H button in Inventory Purchase Order Screen In the opened screen fill in the purchase order information and click on se button to save it Inventory Purchase Order Detail When you double click on a PO through the Inventory Purchase Order Screen the Inventory Purchase Order Detail screen will open There are several fields which can be entered for the specific Inventory PO The screen also contains three grids the above grid is for ordering the Rental items in the middle is dedicated for Sales items and the bottom grid 1s used for Misc items To add equipment to a PO enter the code or select by clicking o
10. Locaton ae ORONT af FE Eschuda Hokde Ie Use 0y Ordered F Shpoing f Space GOT BOO 20 05 07 0 00 se LOMO 1 EP 27200 esto 11 872 00 indicates If an order Is included in the invoice EA CIO ET CRETE i 4 Boome Multiple orders can be attached to an invoice draft preview To include an order on an invoice click on the Include checkbox or use the space bar A checkmark will appear 1f the order is to be included on the invoice Once orders are selected click on the Create the Draft button or select it from the Invoice Dropdown list to bill the orders The preview is just a snapshot of a bill and a preview cannot turn to a draft or invoice Note The detail of each selected Order can be seen by selecting Order Header Detail via the right click context menu Note In the Orders to Bill screen orders are distinguished by a white color and Repair Tickets by Yellow ay Billing 2010 Rental Tracker Inc E reece Sireen erno Loma a 1129231 oL an 4 Draft G2 2 Date Crested SE DEN 12009 Festa Ey u Manr Dept Dato Range OH 2006 05 07 DOMO m Biling Hama Cooperom Hal Ol Fame Bn 2003 2006 06 07 MESITA EA en i 53 IE OOO 30 00 BIS SEE EME 0 00 80 00 sous PO TIE 2005 06 07 200506 07 41200200 27200 000 HUM Demo Holes no a 7 EE 7 r TA P Fiersa PATDA O0 4168768974 63446 56 4
11. OK x Cancel Help Billing Billing features are available from Billing menu of Order Processing Screen Listing of all Invoices A list of all invoices attached to current order will be listed Invoice types are separated in the list with different colors as follows Gray Previews Blue Drafts Red Voids Green Credits White Invoices Create a New Invoice This option allows the user to create a bill for the selected order Users can create a Preview or Draft for different cases such as Rentals Sales and Loss on specific period Selecting Create Invoice if total is 0 00 will create a new invoice even if the order has billable items which are a 0 00 price Refer to the Billing chapter for more details Order Header Order Header Screen You will see this screen when you click on Order number in the middle box or by pressing F2 or selecting View Edit Order Header from Order menu You can see the header information of an order here In addition the red indicator boxes on the right side of the screen show some important information about order When creating a new order billing information shipping information and some other fields will default over from production Available fields are as follows Delivery Notes LH Delivery notes can be input on the order level The delivery notes print out on the Pull list The notes print above the header section In the order processing section and order header sc
12. Options As of Date Fill this date to filter results to show records created before this date Parent Select parent to limit report to show only productions for selected parent Leave this option blank to show results for all parents OK X Cancel IL Y Help Production Select production to limit report to show only orders for this production Leave this option blank to show results for all productions Production Type Select production type to limit report to show only productions matching this production type Leave this option blank to show results for all production types Payment Type Select payment type to limit report to show only productions matching this payment type Leave this option blank to show results for all payment types Location If you are using the multi location feature you can filter report results to a specified location Currency If you are using the multi currency feature you can select the currency to print values for it As of Date Option By choosing Extend to end of Weekly Cycle option system will change the date you entered to include all weekly cycle that this date is inside it If you don t want to change the date you should choose Up to as of date only option Examples ET Reports 2010 Rental Tracker Inc Rental Tracker Pro RTI Studios Estimated Revenue Report By Customer Type Date Time 10 10 2010 2 40 21 PM Page 1 of 2 As Of Date 10 1
13. P Help Button Clicking this button will bring up application help about current screen O Preview D Credit Some Listings have a legend O Draft Show All You can click on colored buttons to filter the list or click on Show All to clear filter These listings showing records in colors that represents their status in legend EF Close Button Clicking this button will save changed data and close screen Shortcut ALT F4 al Pin Button If the Pin is pushed that means after user presses OK to print the report program will not close the Report screen and user can modify one of the selections and run the report again Multiple Instances The RTProSL allows users to launch more than one instances of it at the same time This ability helps users who want to work with the different part of the application at the same time Common Shortcuts User can click on any of these speed buttons while in any part of the program and go directly to relevant screen This ability of RTPro helps user to quickly access screens of the application To bring up a list of the common shortcuts press Ctrl F1 anywhere in the application The following will appear iX ShortCut aged W vendor Ctrl F 3 ae Contact Ctrl 4 e Equipment Ctrl F5 Sales Avail Ctrl FE 5 Repair Ltrl F 7 Retired Ltrl F 5 Ea Order Proc Ctrl F 9 Billing Ctrl F 0 ater Rent Avail Ctrl F71 1 MN Barcode Ctrl F1 2 Gantt Equipment 4lt F2 Using th
14. RTPro Inventory Management Software System A complete inventory management system for the entertainment rental industry User s Guide 2010 Rental Tracker Inc 12481 Tejas Court Rancho Cucamonga CA 91739 Phone 888 595 8041 Or 951 522 4570 Fax 888 595 8042 www rentaltracker com Licenses and Trademarks Copyright 2010 Rental Tracker Inc All rights reserved No part of this manual may reproduce store in a retrieval system or transmit in any form or by any means without prior written permission from Rental Tracker Inc The author and publisher have made every effort in the preparation of this manual to ensure the accuracy of the information However the information contained in this manual brought without warranty either express or implied The authors Rental Tracker Inc shall not be held liable for any damages caused or alleged to cause directly or indirectly by this manual Rental Tracker Inc 12481 Tejas Court Rancho Cucamonga CA 91739 Phone 888 595 8041 Phone 951 522 4570 Fax 888 595 8042 Contents INTRODUCTION conan 15 NTOJUCION to ME SA e a o 16 System Requirements a ns eet le 16 CHONEWOS AO A e E teal 16 Server Hardware Requirements iii 16 Server Disk Space Requirements sise 16 Installing and starting RTPro software 16 FOSA an A nement 16 Resources for learning RTPro software cooccccoccccccoconnoconcoconnonnncnnnnnnnnnonnnonannonannnnanc
15. Ticket Order Production E Rep EEN Typ e e eeen eat eet 340008 JARRH2MSHIEADS _ 00401_ __4 _ 12344 12344 2008 01 30 A a 57 m E RE RI E IS ES AREMZATSKRHEADA Le E E E E E RE nO 11741220 0 SUACCORD 11111111 AP 500307 ALDK AH solera params TT afeoasrbomenomedo Tas Total Repair Report This report prints a log of items that are in repair The report reflects the location at which the items are being repaired Options Production Shows only the items that are in repair and linked to an order for this production Leave this blank to show items from all productions Equipment The report can be filtered to print the requested equipment that is in repair From a look up table that appears you can choose the equipment that you want Note You also can select multiple equipment To do this click on list icon in front of equipment and select each one you want to include in the report Repair location If you want to select the equipment currently in repair by the repair location you must choose this item Location If you are using multi location features you can also select in the equipment in repair by your locations Currency If you are using multi currency features you can choose which currency to use for the replacement cost and repair cost Example EC Reports 2010 Rental Tracker Inc Rental Tracker Pro Demo Company Repair Report Date Ti me 2006 06 15 34 07
16. can be filtered by create date range production or location Creation Date From OU You may also include orders that are moved to history To 1119 2007 Options Production Include Orders in History If checked it will print both live and history orders History orders are the orders that were moved to the History section of the program Y OK A Canc a Hue Help Order Creation Date Range Filters the report to the orders created between the given date range If begin date is blank it will print all the orders created on or before the end date If the end date is blank it will print all the orders created on or after the begin date Production Select the production to limit the report to only orders for this production Leave this option blank to show Sub rentals from all productions Location If you are using multi location features you can filter to show only the orders for the given location Leave this option blank to show orders from all locations Example CO Reports 2010 Rental Tracker Inc Rental Tracker Pro Demo Company Order Log Report Date Ti me 2006 06 42 45 4F hi CreationDateRange 2006 06 17 Order Production Job Title Shippincls me Contact Phone Order Creation Expected Hame Humber Type Date Ret Date te e 7 atra y 1 SLOT omar ofsins oee DOMENG OCTER SEA WoneresionbweoBRETFREEBERS piee SS Oe Ino ON a 500508 iiomen Frofessionaboce WOMENSSOCCERSER
17. icon Note System automatically calculates the discount and applies to the line items to match the bottom line total Pick List ES Use this option to add equipment to an order This screen can be shown by pressing F4 or choosing Pick List from Goto menu through the Sales Order Screen Pick List can be filtered by Department Category Stock No and Description Press F2 or click on Refresh button after filtering o Order Processing O 2010 Rental Tracker Inc i Sales Entry Pick List RTI Studios loj x File Action Search View Help EDGE EA Department Category z Cal Refresh Fe StockNo Description fs mm um TER 1812FFPGBA 1812 FF Powergern Ballast 14 000 00 Hel T475BROMEL Bromeliad Guzmania 500 00 a TAPEBL4 Digital Blue 4 Tape 152 80 00 EXPENDABLE TAPEGRA 4 Digital Green 4 Tape 178 90 00 EXPENDABLE FUEL Fuel 6 00 EXPENDABLE GEL158 Gel Deep Orange 125 00 EXPENDABLE ABCD Gel Roll ABCD een 125 00 GELS l w Update rder F3 Update Exit F10 de Browse Once quantities are added in the Quantity Ordered column click on Update Order button or press F3 function key The equipment ordered will add to order Press F10 or click on Update and Exit button to update order and close screen Sales Checkout Screen When items are ordered in previous step equipment can be checked out from Sales Checkout screen Eu To access from Sales Ord
18. 51 009 066 15 Current 1 30 Days 31 60 Days 61 90 Days Over 90 Days Amount Past Due Past Due Past Due 528 278 477 o 265 Account Receivable 2010 Rental Tracker Inc Aging Summary This report lets you view the aging of all production accounts The Aging Summary report shows outstanding balances arranged by production and divided into time periods The report shows you the aging between some predefined ranges such as 1 30 31 60 61 90 and more than 90 days overdue You can choose to sort this report by Production or Amount Enter the As of Date and select a location if your company is multi location Also unapplied payment could be seen according to this report Consider the following example Example Rental Tracker Pro Demo Company Account Receivable Aging Summary Report Date Time 2006 06 10 2 52 12PM SortedBy Production Location L XA CPower Distribution ALDK 23324 CONCO1 ConceptLighting ESPN ESPN o o y O PREET Freedomeekend Aloft EA Je ee MRSPO1 Mr Spriggs Film amp Video Corp JAKIE sane LEUCO1 a Popson Studio Rental SHAH fest Unapplied Balance Payment 46 022 04 35 266 87 ee A 192 106 0 51921060 ECAI Clairmont Camera Inc oo Sooo E COMEHOME __ Cometo Home Please E A eee E EA sa DirectLighting AAA Ko THERA TM Motion Picture Equipment AA A UNITO1 UnitedRentals MO Winnercom OMEO1 omen sProfessionalS
19. CE 2932 20 00 rr 4300 10SubLeaseRevenue 100182 Customers Sales Summary This report shows Sales Balance and Payments per production Options are available to filter the information Example ap Account Receivable 2010 Rental Tracker Inc Rental Tracker Pro Demo Company Customers Sales Summary Report DateTime 2006 06 10 08 20PM CurrentPeriod 2001 05 0 2006 06 10 Minimum YTOSalesAmount 0 00 Location LA Balance Sales Payments Sale Payments os 192 106 00 192 42600 TD ZOO E RE 00 conoi meata E Ti e D EEES E EE IE PET O O 5428704 O O O AR Customer Balancing This report is a tool which is to be used to determine customer AR variances based upon the following formula Begin Aging as per begin date entered er the AR debits for the date range ARE the AR credits for the date range EndDate E E Production J ts EE Total The total should equal the ending aging as per the ending date entered If different the account will be noted with a variance A variance could be due to an incorrect GL being coded Unapplied payments are included in the Balancing Report CEAR Customer Balancing RTPro Demo C pn 4 P x Eo Account Receivable O 2010 Rental Tracker Inc ETA Account Receivable O 2010 Rental Tracker Inc Chapter The Labor Module allows you to schedule employee and space or to track employee working duration Within the module is the ability to
20. E Handling Orders 2010 Rental Tracker Inc On production screen fill Production Code Billing Name and Production Type Save Record by clicking on a button Order Equipment Click on R in Or Section for Rent or S for Sales In Rental Order Screen Click on the pick list icon Select a Category and Click on Refresh button or press F2 key You may choose department and equipment ranges too Enter quantities Click on F3 Update Order Repeat this process again for other categories When complete click on Update and Exit or press F10 ANOTHER WAY Production Code PRODCO escription Padu Production Title Prod ion Description Billing Name Jageoh An z Production Type FEST Shipping Name Department as Equipment Y Category Description Ca Refresh F2 Z w Update Order F3 Y Update Order F3 C Update Exit F10 EJ Handling Orders O 2010 Rental Tracker Inc From the Rental Order Entry Screen press the F3 E Rental Order Screen Demo Company button and a sidebar of the equipment will display File Subrental Goto Action Help You can then drag items to an order 8 ART Display Code Desch Searchin Code f Desc El e CEPT Departiie 1 ge DISTRO Distribution eb GEHI Generators a GLO Globes e GRIF Grip e GRIPTAE Grip Trucks Add SUBRENTAL net ce Select Subrental Pick List EA Rd Subrental Subr
21. EI Reports O 2010 Rental Tracker Inc Rental Tracker Pro Demo Company Late Transfer Return Report Date Time 2006 06 17 11 03 104M Location LA 500040 SCREO1 ScreenGems CLA SCOTT 2001 08 01 2002 02 18 Mu Nor O is Dei el Title To Person Date Date y Eo 2003 03 04 2003 03 26 500745 COMEHOME CometoHome Please LA 0030324 2003032 po0ses ACDC _ AcePecy A o ja ROS 2004 07 20 In Transit Report This report displays transfer orders where the receiving location did not check in the items yet The report contains Sending and Receiving Location Order number Shipping SendingLocaton J Date Main Equipment code Equipment Code Description Receiving Location and the Quantity Options Sending Location shows only the results of selected Sending Location Leave this option blank to show all the original Locations Receiving Location Shows only the results of selected Receiving Location Leave this option blank to show all the destination locations First Equipment The report can be filtered to print the requested equipment that is belonging to the orders From a look up table that appears you can choose the equipment that you want You also can select multiple equipment To do this click on list icon in front of First Equipment and select each one you want to include in report Example Rental Tracker Pro RTPro Demo Company In Transit Report Date Time 9 5 2007 10
22. In order to begin entering data into RTPro validation description tables must be setup in advance It is essential that these tables be setup because they will be used for validation on many information screens It is better that the descriptions be meaningful to you and your customers In addition the tables can be used to provide a guideline for data entry staff Below is the File Maintenance Menu and toolbar These visual icons are a shortcut to some of the tables Table and functionality consistencies CODES Through the system codes are always alphanumeric and 10 characters in length Codes should be significant when created The code is only for internal purposes and does not printout on any customer reports with the exception of the equipment code table DESCRIPTIONS Descriptions are always 30 characters in length The description prints on customer reports To add edit and delete records from a table refer to Common Functions Inventory Menu Location Table This table should contain the warehouse locations This table used for handling multi location warehouses The multiple location functionality allows segregating and reporting data and access across order vendors invoices equipment and more Each location operates in many ways separate from each location Data can be filtered and reported based upon the locations A revenue report is available to filter out the revenue generated by location Note By double clicking on eac
23. click on the contact you wish to get rid of select merge ws contact select the contact you want to merge to An record will be written to the exception file noting the merge date and time and the user who did it Note Please pay attention when you merge two x Cancel Help contacts once merged the first contact code will be deleted and all the historical information will be transferred to the contact selected Use caution when using this tool as there is non reversal after the merge Managing Contact records Contact records can be added by clicking on a icon To edit Existing records you can double click on them or select record and click on icon If you want to delete a Contact record you should ensure Contact record was not used Create Edit Contact record After clicking add or edit icons Contact Entry Screen will open The following fields are available Location If your company is multi location this field will be available This limits the access of using this contact for users which have access to the location This field is not required Contact Code The Contact code is a 10 character code which should be meaningful to identify the Contact name Many reports and searching options throughout the program prompt for the Contact code Contact Name This is brief description or name of contact Contact Name and Address These fields contain address information of contact Notes Enter a Brief Note about this c
24. 2010 Rental Tracker Inc x Order Processing Screen RTPro Demo Company 3 x File Listing Parent Production Contact Order Process Gilling Reports Help Pa a Pr a Or 4 A 5 OutR os in Or Pr Pa at 0 Currently Working On Order Current PO 100P Revzion 0003 06 27 2010 6 49 14 PM Parent Production Contact Aaron Goldman Parent Production su Contact Drdert 25214 El As you see in this image some functions of this section are included in the toolbar You can add parent records or production records here If you have selected a parent or production you can add new orders too For editing or browsing orders you may filter them by parent production or contact described earlier in this chapter After selecting an order you can see its brief information in the center box You can also click on any text to view or edit the details of each section such as parent contact production or order header details Note If an order has Order Notes Parent Notes or Production Notes a red box will appear in right section of Order Processing Screen If you click on the box you can see and edit the notes Some of these boxes are just alert e g Insurance Expired RTPro has the ability to save order quote reservation revisions Every time usage dates or ordering are changed the revision will be saved Saving the revisions is an option that can be activated in the System Setup For m
25. 418002200 113002200 118002200 119002200 113002200 1159002200 To make mass changes select Action in the menu bar then press Mass Update or simply press F7 TN Order Processing O 2010 Rental Tracker Inc Subrental Defaults RTPro Demo Company Customer Usage Begin Date Customer Usage End Date a Customer Daily Weekly Customer Days Pertweek POH Bd Vendor Usage Begin Date Vendor Usage EndDate Vendor Daly teekhy Venda Days Per week Vendor Discount C Lock Unlock Enter changes and click Ok All highlighted rows will update Note Users can unlock lock the vendor side and unlock lock the customer side Sales Order Sales Order Screen Within the Sales Order Screen sales stock items can be ordered prices can be edited and reviewed and a quote can be printed The Sales Order Screen is divided into 4 sections 1 Sales Stock Tree 2 Sales Items Order List 3 Sales Miscellaneous Items 4 Summary and Totals PP LES HE Sales Order Screen Demo Company I OI X i ya 7 Display Col Lie F 2X Searchin Code Desc ot DRUGS HYDROCORTISONE CREAM prit BANDAGE CONFORM E x5yd H S FNN IRRIGATION SOLUTION Haci 100 306167 MEEDLES 211142 147090 SURGICAL MASK LOOPS 158 2802 ALCOHOL PREP PADS MED STERI Edie Man Sales Hera E e ALCOHOL PAODU k 1537 ALCOHO k 20024 4LC k 20002205 Al hh 5
26. 7 000 000 6 000 000 f 5 000 000 4 000 000 3 000 000 2 000 000 1 000 000 o GENERATORS De ES HMIFIXTURE A e LIK TR eo ME INCAMFRES ais LIGHTDORAME E etl cell akg jum ee ee ee en a e ee a ae M NCANF p NS de FAT E MAGBALLAST ms ES ee A ee oe oe ES m LIGHTOIMME 1 921 823 ere MHMNOFLOACC 1 663 596 2 a ok Count I pus a Category HMHE ADET Inventory Value by Department This graph shows a breakdown of the purchase amount of rental items by Department Example E Reports O 2010 Rental Tracker Inc 3 Inventory Yalue By Department 55 000 000 50 000 000 45 000 000 40 000 000 339 000 000 ft 930 000 000 4 25 000 000 M 20 000 000 M f A O ON pS eee 15 000 000 44 a A ll A O 10 000 000 8 das a al ARS a ee 5 000 000 M s NN Daa AS OS TE am A ads a Orders by Rental Rate This graph breaks up the orders by the rental rate The possible rental rates are either weekly or daily Example A _ LS Orders By Rental Rate Bie Customize Help H DES Gg Hanlen Orders by Billable Status This graph breaks up the orders by the billable status The possible billable statuses are Regular Bill No Charge and No Further Bill Example EI Reports O 2010 Rental Tracker Inc cx Orders By Billable Status Orders by Status These graphs will breakup the orders
27. 9201400 99667200 CS ni us LE SSS es esoesttee 988 000 GRP emee os JPOoRWAYDOLY PUSHBAR 2 sooo 920000 EE 10 Report otal 52 026 45277 Sales Inventory Value Report This report prints all sales inventory values for items on HEE OS SS P x hand For each Stock Number that falls within the Depute MN Cost selected criteria the total quantity and the total value is E Die displayed The value displayed is in one of two ways eee liz either by current cost or by average cost The option to Last Stock 4 Group By Deparment T C Avaaja Con include 0 00 Stock will also list Stock s with no sales hs OF Dota Include 0 00 Stocks I inventory items on hand Location Options EURE aw DE W Corcel Let Y Het Department Shows only the stock belonging to this Department Leave this blank to show items from all departments Category Shows only the stock belonging to this Category Leave this blank to show items from all categories As of Date You can choose today or any date in the past to get the value of your inventory for it Stock Range You can limit the range of stock displayed in this report by selecting begin and ending stock Leave these blank to show all stock You also can select multiple stock numbers To do this click on list icon in front of First Stock number and select each one you want to include in report Location If you are using the multi location feature
28. E A AT A T EEE PS RS SCT E EEE Aa nn ere ACPowerDistribution UAT 20021424 RARAS ACPowerDistrbution soma 2003 031 20e Past due Orders Report This report prints a log of orders that are supposed to be returned and are not and the return date is past by due by the Past Due Days The orders reflected on the report are orders which do not have all items returned and the Return Date is past by the specified number of days Options Past Days Due Number of days that orders are past their J 0K return date M Cancel Mila Heb Production Shows only the orders belonging to this given production Leave this option blank to show orders from all productions Location If you are using multi location features you can filter to show only the orders for the given location Leave this option blank to show orders from all locations Example Rental Tracker Pro Demo Company Orders 7 Days Past Due Date Time 2006 06 14 12 56 16PM Page of 1 Location LA ProductioWlame Order Creation Expecte Contact Phone Date be at E RS EE ATT ME 2002 110 AO 55 Claimant Camera OT A E Carmen Camera 00827 206001 0050 nee O Coneto Pone Pease shana 200 0028 A S Cometa Home Pease OOO EA EA o E Reports O 2010 Rental Tracker Inc Order Status Report This report lists the orders specifying their Billing PIX Type Order Type and Order Status Options
29. For Department MA compare cost versus revenue the replacement cost of the rT equipment and any maintenance cost is also displayed nat Options Equipment gt Range r Rental Inventory Statistics Rep P Department Select a department to limit the report to show only items for this Department Leave this option Begin Date blank to show results for all departments End Date 11 20 2007 Category Select a category to limit the report to show only items for this category Leave this option blank to show results for all categories Equipment Range You can limit the range of equipment displayed in the report by selecting begin and ending equipment Leave these fields blank to show all equipment Date Range To filter the report results to show only records between dates use these options If only begin date is entered system includes all records after begin date and ignores all records before that date If only end date 1s entered system includes all records before end date and ignores all records beyond that date Group by Department You can group report results by department using this check box Location If you are using the multi location feature you can filter report results to a specified location Currency If you are using the multi currency feature you can select the currency to print values for it Example el Reports 2010 Rental Tracker Inc Rent
30. In this box the subrental PO can be entered The report will print only the items purchased with this PO Leave the PO blank to get the report of 1tems purchased across all POs Project Shows only the orders linked to this given project Leave this option blank to show orders linked to all projects Department A department can be selected and if selected the report will print for the specified department Rental Category Shows only the equipment belonging to this Category Leave this blank to show items from all categories Equipment Range You can limit the range of equipment displayed in this report by selecting the beginning and ending equipment code Leave these blank to show all equipment You also can select multiple equipment To do this click on list icon in front of Equipment Range and select each one you want to include in report Consolidate Noncoded Items across Orders When this option is selected the program combines all Noncoded items with the same equipment code into one line on the report If it is not checked then the report prints a separate line for each order that has this equipment out The noncoded will not be consolidated if they are attached within a package or kit Statistical Reports Rental Inventory Statistics Detail This report will show all billing activity for equipment within a specified date range The total revenue generated by all items invoiced under this equipment is displayed
31. J OK x Conce ii Lia Hep Production Shows only the Sub rentals belonging to this given production Leave this option blank to show Sub rentals from all productions Vendor Select Subrental Vendor or leave it blank to print Sub rentals from all vendors for selected PO Equipment Range You can limit the range of equipment displayed in this report by selecting begin and ending equipment code Leave these blank to show all equipment Location If you are using multi location features you can filter to show only the Sub rentals on the orders for the given location Leave this option blank to show Sub rentals from all locations Example Rental Tracker Pro Demo Company CurrentSubrentalReport Date Time 2006 06 170 13 5 AM Sorty By Equipment Location LA Code Code Name 00005 JARRM2MSKHEADG 500310 COMEHOME Josepanderson JAMERO1 AmericabtudiBquipment a IE LE E SO 1SKHMIGLOBE JO UU 500309 COMEHOME Josepiniero ACE001 __ AcRentals ___ 46005 MSKHMIGLOBE 500310 COMEHOME Noseplanderson Aen Ap o as002 29 FULLSINGLESCRIM 500306 MRSPOt ACTION Action rip COMEHOME PATON Actionrip A COMEHOME ICOMEHOME Josepanderson AMERO1 lAmericaStudiBquipment MRS PO PACTO Actio ECM Reports 2010 Rental Tracker Inc Scheduled Subrental Report This report shows scheduled sub rentals for the future LA Scheduled Subrental Report RTPro Demo Compan
32. Select Item that you want to check out then from the right click menu select Check Item Out of Repair enter the resolution description and enter the quantity to Checkout 3 Inventory 2010 Rental Tracker Inc Note Like barcodes canceling the noncoded items is possible by selecting Cancel Checkout from the right click menu Repair Items Equipment Select the equipment from Equipment Lookup Table Description This field is read only and describes the equipment Barcode If this equipment is a Barcoded item this field represents the barcode number Repair Type Select a repair type from lookup table Quantity The number of equipment you are sending for repair Date in Repair This is the date that this 1tem has been sent for repair User In This field shows the user who sent this item to repair Date Out Of Repair This is the date that this equipment was checked out of repair User Out This field indicates the user who checked out equipment from repair Expected Date Out This field is the expected date for equipment to come back from repair Cost The cost of repair should be entered in this field Last Order Number This field indicates the last order that this barcode has been used Repair Location This field indicates where the equipment goes for repair This can be selected from Vendor Lookup Table Damage Description Enter a short description about the type of damage that happened to this
33. This is schedule for a future release Retired Reason Table This table contains retired reasons As inventory gets retired the user may associate a retired item to a specific reason Examples of retired reasons would be Missing Destroyed beyond repair or Parted Out Repair Type Table This table contains the repair types As items get damaged and go into repair the user may associate the item to a repair type Examples of repair types would be Scheduled Maintenance Burnt out In house Owner Table This table contains a list of owners having equipment tracked in your warehouse The Owner selection is available from Inventory entry screen CN File Maintenance O 2010 Rental Tracker Inc Order Processing Menu Production Type Table This table is an important table in RTPro It allows identifying the types of productions customers your shop services Examples of Production Types are Features Commercials Video and Employee There are reports such as Revenue and Estimated Revenue Reports that can be ran by production type to track the types of business you are doing To access this table use Order Processing dropdown menu and select Production Type Ship Method Table This table consists of a code and description The table should store ship and return methods Examples would be Fedex Will Call Our Trucks etc The ship method is used in Production and Order header screens Shipping Address Table This table stores shippin
34. This is the number of days that your customer has to pay for their invoices Discount Days Represent the number of days that your shop will honor a discount to the customer if the invoice is paid within the discount days Discount Pct This is the discount percent which will be given if the customer pays the invoice within the discount days Currency Table This table stores the different type of currencies The table contains a Code Description and Currency Position This table is available if the system is setup to use multi currencies See System Setup in chapter 2 for more information General Menu All options under utilities should be used under Rental Tracker Staff assistance Macro Table There are two fields on the macro setup table key and text Macros are used within the free form description field on the equipment code screen and the comments field on the inventory screen When a macro is typed in the Notes field the system will replace the macro with the substitute text of the macro Macros can be helpful to maintain consistency Examples of macros are Key Text WC With Cable NOC No Cable Included Anytime a user types in the key followed by a space on the notes field the system will replace with the text This helps with misspelling and inconsistencies on data entry Footer The purpose of this table is to store report footers names and text that are used to print on specific reports This table allows you to have
35. To do this you should first install your camera on client and make sure it is working correctly then go to Camera Selection menu In a new window you should see a list of installed camera or imaging devices that are currently installed on your system Choose the one that you want to use and click Ok E Getting Started O 2010 Rental Tracker Inc Barcode Printer Setup RTPro allows printing barcode and equipment code labels through the application The labels can be designed to suit your shop When designing the label consult Rental Tracker for details Scanner Setting In this screen you can choose your barcode reader from a predefined scanner list You can setup your scanner port You can send inventory data to your scanner if your scanner has a buffer and can support this feature x Scanner Setup Screeen RTPro Demo i o ra Scanner Model Eeyboaid Wedge Scanner Com Port fi Baud iate 57600 y Paty None y Stop bi 1 SOK X Cance Her Email Setting You can use email setting to setup your name your email and your mail server This feature is used in the program when you want to send an email from it Download Batch Scanner The function is only available with batch download scanners which is programmed by Rental Tracker Inc The batch function allows importing data from batch scanner to a workstation The feature comes in handy when rental items are located away from the shop and computer The it
36. Vendor A Quariity fo wf OK X Cancel Y Help Return Shipment You can return shipment of Sales stock in this screen Please note that if shipment is returned the record of the shipment and the return is stored in the program If you do not want a record of the shipment and the return to be saved in the program you should cancel the shipment instead By returning shipments the return will come up on billing reports as a credit charge which can be given to the customer Also if a restocking percentage is setup for the production and or sales stock item the restocking charges will reflect on billing reports as well Cancel Menu Cancel Shipment You can cancel shipping of an item here Simply enter the quantity you want to Cancel and press OK Please note that canceling a shipment removes any record of the item ever shipped If you want to keep the record of the shipment then you need to return the shipment instead of canceling it Cancel of shipment is allowed only if the order was not billed for Sales The cancel shipment will be noted on the exception file Cancel Return You can cancel Return shipment of Sales stock here Simply enter the quantity you want to Cancel its return and press OK Receive Transfer Menu These options will only be enable for multiple location clients and on orders marked as a Transfer Receive When Receive is selected program opens a small dialog and prompts for the quantity Simply enter the
37. Women ProfessionaBoce BRETFREEBERS JOrdergo04 08 094004 08 13 EE FrofesionaBoce EE ES Invoice Log Report This report will list Invoice Credit Void If an invoice is created from more than one order only the first order from the Invoice header summary screen will display If there is more than one order the first order will print followed by However the total price displayed includes all orders on the invoice Options Invoice Creation Date Range Filters the report to the invoices created between the given date range If begin date is blank it will print all the invoices created on or before the end date If the end date is blank it will print all the invoices created on or after the begin date Example Rental Tracker Pro Demo Company Invoice Log Report Date Time 2006 06 17 12 51 12PM Page 1 of 1 e ie sang DateRange pace 0009 0627 020 pw g00T 77 oS 000 TE ives 100170 NN 275 03 ooPsooTe oR pona neres Production Log Report This report prints an alphabetical listing of productions It HEAT prints the expected wrap date contact information and creation date You can filter the results by create date range Creation Date From Pw or parent You may also include productions that are moved To 1148 2007 to history E Options tia z Production Creation Date Range Filters the report to Include History Iv the productions created between the given date range If beg
38. You can access this screen through the Rental Checkout Screen using its toolbar icon or select Detail Transaction Record from View menu Some Common Error Message may you get Checking out Items Barcode not on file If an item is scanned that does not exist on file the system will send out a bad beep and display Barcode not on file Do you wish to add it If you choose yes the system will go to the Inventory Entry Screen and allow adding the inventory item The system will return to the checkout screen The item will be checked out to the order There is a security checkpoint on the adding of inventory items This barcode already checked out to the order Barcoded items cannot be checked out to the same order more than once Press Ctrl Z to exit from the error message Invalid Barcode Not a Valid Prefix The prefix of barcode labels can be set in system setup If a scanned barcode does not match prefix Scanning will not be accepted This item is out on order XXXXX Do you want to check it in on the older order When you attempt to check out an item and item is not checked in from previous order you get this error and prompt If you answer yes the item will be checked in from old order and checked out to new one The Check in date on the old order will be the system s current date Check In Process Rental Tracker Pro offers a variety of features to facilitate a timely and accurate Check in of all items that are checked out on
39. leave the field blank and click OK Physical Inventory Worksheet After you have selected the criteria for the physical inventory per the dialog box above printing a Physical Inventory Worksheet can be a useful tool in the counting process The worksheet is a list of equipment types to count It is the best way to tally non Barcoded items but can also be used as a checks and balances for the Barcoded equipment The amount counted by hand can compare to the quantities scanned The worksheet lists whether the equipment type is Barcoded only the Equipment Code and Description The Quantity Counted and the Notes columns left are blank so that staff may enter the amount counted and any comments needed about the count C Inventory 2010 Rental Tracker Inc To print the worksheet click on the Physical Inventory tab and click on Rental Physical Inventory then select Physical Inventory Worksheet Print Scanner Readable Information This is an option to print a barcode of the Equipment Code on the Physical Inventory Worksheet Report Rather than enter the Equipment Code by hand where necessary this would allow the code to scan for input To activate put a checkmark in this box by clicking on it Double Space When selected an extra blank row will print for each row Scan Barcode Items That Are In Stock To input Barcoded items so they are included in the physical inventory count click on the Physical Inventory tab and in the Rent
40. the pull list report If your shop is setup for multiple locations the next draft number can be setup at the location level Note If there is default footer on the Location level the location level default footer will be used If the location level has no footer the program uses the footer that is selected in system setup Print Revision On Pull List If checked Program prints the Revision under Date and Time on the top of the Pull List report EMI Setting up RTPro 2010 Rental Tracker Inc Checkout Sheet Footer Default checkout sheet footer can be selected here The program will default over checkout sheet footer when printing the checkout sheet If your shop is setup for multiple locations the next draft number can be setup at the location level Note If there is default footer on the Location level the location level default footer will be used If the location level has no footer the program uses the footer that is selected in system setup Print Revision On Checkout Sheet If checked Program prints the Revision under Date and Time on the top of the Checkout sheet Separate Checkout Sheet by Department When this option is used the checkout sheets will separate items by the department Checkout Contact Required on Production When this option is marked in system setup checkout contact will be required to be entered when a new production has been added The checkout contact is the customer contact that s responsible
41. through a cable or placed in a base cradle On the scanner follow the function keys to download For the PDT6800 and PDT3100 scanners from Symbol Technologies Inc the function key is F5 On the CS100 From Symbol Technologies Inc there is no function key once the cable is connected the information is available for download The records on the scanner will displayed on the screen and validated This button Re validates records displayed on the screen This option will post the records to the system that are not in red Provides a report of the records displayed on the screen This button displays records in a raw form If there is a problem with the download file the raw data will be helpful to Rental Tracker when researching the problem This option will erase the data on the scanner For information on other buttons see Common Functions EN Getting Started O 2010 Rental Tracker Inc E Getting Started O 2010 Rental Tracker Inc Chapter Administration Module RTPro has system values which allow you to tailor the system This feature allows you to customize your Checkin checkout sheet with your business information customize how rental values are calculated customize some features with the Checkin checkout process and define calculations for billing and invoicing This chapter will explain how to setup RTPro to fit your business Using the Management Menu toolbar E a Pa Pr Y 5 P E Below is a description of
42. you can filter the report to a specific location Currency If you are using the multi currency feature you can select the currency to print the value of the inventory for that currency only Current Cost Average Cost If Current Cost is selected the Current Cost in evaluating the value of the inventory will multiply the Quantity on Hand If Average Cost is selected the Average Cost in evaluating the value of the inventory will multiply the Quantity on Hand Group by Department You can group the report results by department using this check box Example 224 Reports 2010 Rental Tracker Inc Rental Tracker Pro Demo Company Sales Inventory Value Report Date Time 2006 06 1011 22 554M Cost BO Paes fate a oso E E ESTO a EMO an ca Te ens Report otal 0 967 103 74 Rental Inventory Change Report Track acquisition and retirement activity for each type of ECM Pl x equipment with this report It will list any new rental inventory Include Equipment With No Change T items that were added to the equipment code as well as any that Depatmert D have been retired The total reflects net change during the selected date range You have the options to look at any changes Category a that have taken place within a chosen date range as well as Equipmeni those types of equipment that had no change during that period Range Options BegnDate y Department Shows only the equipment bel
43. 10 48 EURE Barcode Scanners 2010 Rental Tracker Inc Equip Code The equipment code of the item that you want to add to this quote Quantity The Quantity of the item that you want to add to this quote Quote Sheet This page contains some features for printing the quote sheet This is the same report that you can print from the desktop version of RTPro and it is added for convenience to the scanner program This report saves the selections you have made and defaults them for the next time you print it Rentals Only Only print the rental items in quote sheet and ignore the sale items Rentals Only Current Weekly Price Only print the rental items but with weekly price Sales Price Only print the sale items in quote sheet and ignore the rental items Rentals and Sales Print both the rental items and sale items in QuoteFrm File Transaction Help O Rentals Only gt Rentals Only Current Weekly Price O Sales Only Summary Rentals and Sales Detail Line Item Prices _ Print Kit Heade Print Discount Use Billing Schedule _ Print Total Replacement Price Print Subrental vendor Print Weekly Rental Mode RF 5 2 2006 23 11 39 quote sheet Other Information Line Item Prices Prints the price for items in each line Prints Discount Prints the discount price in report Prints Total Replacement Price Prints the total replacement price in quote sheet Prints Subrental Vendor Prin
44. 14000 03 TEK Alpha Clear Lens W Rim 212712007 LE 272008 JE ET PET oof RE eee rar Mi dal a IEA EN WiBag 221 T8HIDEGE 18K HMI DE Globe Care 2 6 2008 080 600 3 25 00 536000 14000 05 TSKAlphaLensProtector Circular 12 27 2007 2 6 2008 oso 6 00 3 221 JHEADEXTTS _1K 12K 6K AMI 50 Head Ext aaor 26200 0 80 eoo e sso 144 00 Weekly Rental 5740 00 Subtotal 54 440 00 Tax 566 60 Tax 5399 60 WeeklyTotal 5606 60 Total 54 839 60 Late Transfer Return Report When items are transferred from one location to another location user creates an order in RTPro and transfers items to that order If the items are supposed to return to the original location but they are not back yet they will appear on this report The report indicates the original location and the transferred location Also prints information about the sales person shipping and returning dates ff OF x Cancel Tit Lis Y Help Options Production Shows only the results for the selected production Leave this option blank to show Sub rentals from all productions Equipment You can limit results to show only selected equipment Leave this blank to show all equipment Location If you are using multi location features you can filter to show only results belonging to the selected location Leave this option blank to show all locations Summary Detail You may choose to print a summary or detail report using this option Example
45. 14000 16K Alpha Head 1 Subrental Mole Richardson Ord 1 Out 0 Remain 1 1612FFPGBA 18K12K FF Powergem Ballast Subrental Mole Richardson Ord 1 Out 0 Remain 1 1812KPOWFE 18K 12K 6K Power Feeder ubrental Mole Richardson Ord 1 Out 0 Remain 1 14000 01 220V F Bates To M Camlock 18K 12K 6K Subrental Mole Richardson Ord 1 Out 0 Remain 1 14000 02 18K Alpha Fresnel Lens Subrental Mole Richardson Ord 1 Out 0 Remain 1 14000 03 18K Alpha Clear Lens WW Rim ubrental Mole Richardson Ord 1 Out 0 Remain 1 14000 04 16K 12K Fresnel 29 5Pc Scrim Set W Bag ubrental Mole Richardson Ord 1 Out 0 Remain 18HMIDEGE 18K HMI DE Globe ubrental Mole Richardson Ord 1 Out 0 Remain 14000 05 18K Alpha Lens Protector Circular Subrental Mole Richardson Ord 1 Out 0 Remain 1 HEADEXT18 brental Mole Richardson Ord 2 Out 0 Remain 2 14000 05 18K Alpha Lens Protector Circular 18K 12K 6K HMI 50 Head Ext Subrental Mole Richardson Ord 2 Out 0 Remain 2 FFF PULL LIST FOOTER SECTION i dt BR Ru BE Lan EL En as Reports 2010 Rental Tracker Inc Batch Print Return List During a particular time range when you have several orders that must be returned you do not need to go into the orders individually to print out the Return Lists This function will print all of the Return Lists at once based on date and order criteria Re
46. 154 The Billing Process EXPlaln G coccion cnica 154 Billing an Order from the Order Processing Module 155 DSTINITON OF INVOICE TIGIGS nati E A A AAA A 156 Billing Orders from the Billing Module ooooccccocnocccncccnnnccnononnonocncnnnnonoroonarnonannnnnnnnons 157 Greate INVOICE from Orders a iia 157 Editing the Rental SUBO Lio A A A A A 159 Printing an InvolcS Drama ls lciid 159 Creating a NON OOO FIOVOIC O crasas td aria ia 160 QUICK Caca TOO o is dice seemed 160 Options Available in INVOICE Screen 160 A nn A ch aa 160 VOW MEN C Sapa tasado le td da ere IT TLE Re EE OY eee 160 FUSS TONY MON Da dit 161 CON MON aria 161 MAA E O OU o A 161 EXPO INVOCA rn dida 162 Sd ed ene mee du D 162 BES ING MISES In ee D eines de ee E ol 163 DAC ANVOICO RS A nn a a Mace nel Net ed ou 163 PAC i MAW ORC Cube Ill AP POE CU e Racin titative Dcac detain e Matus lidd Sed a im isie 164 BSNS DOS D Re me tute cine Mn dia le di clin 164 DIES O ado 164 UNDIIOOA RODA TICO Siri A A als 165 Print Range OF INVOICES id eine 166 INVOICES Altached 10 PO Soi sete ote ieee Lt a nn aula ee out ede 167 Invoice Credit Void Register sise 167 INVOICE LISCO F TO UCION ii A AAA EDESA RSA 168 Invoice and Credit Memo GL Distribution VV 168 GL Distribution Grouped bY GL COQ nine 169 GL DISHDUUOR SOMCO DY GL COGO raian na eee alae 170 Payment ReC lVed RODOIN scaring hid iia tata eee vases oleae A ad 170 GL DISTHOUUOR SUIMMANY as 171
47. 18 DateRange 2006 06 19 GroupBWepartment Yes Location LA Currency US DEPT1 Department Amount Amount yy emily Pls ADADOD2 PALMI 2 070 00 p 2 070 00 AAA 00 2 070 00 00f OY SO 2070 00 e A ar Amount Amount A o 80001 5432000 SEP BOO IORERDUO ELECTR mom 8100 1 485 i BALOOOS ARRI 12 18K ELECTRONIC 3 339 00 SSS SSS 00 6420 00 93 169 260 0 1314 00 131 506 26 ono SS 5106 00 3 037 673 72 Reportlotal 474200520638125 001513368018 000 4805 0 p20 504 444 60 With a choice of displaying by Production or by Stock this report will display quantity and amount of inventory items sold for each Stock number Fae Fiat Stock Options Department 3 Begin Date Parent Select parent to limit report to show only i a 11202007 productions for selected parent Leave this option blank Coleg Enddae A to show results for all parents Production Select production to limit report to show only orders for this production Leave this option blank to show results for all productions Jf ok x Conce Qi Lis T Heb Department Select department to limit report to show only items for this department Leave this option blank to show results for all departments Category Select category to limit report to show only items for this category Leave this option blank to show results for all categories Location If you are using the multi location featu
48. 20 243 AAA 2 Y 35 245 04 35 24500 WOME01 Women s ProfessionalSoccer Phone 619 692 9812 Fax bl ll i cl Amount Amount 100234 2004 02 07 2004 02 07 190 00 J 8 190 00 AAA ets SO OOO TO 0 8190 00 Reporfotals 502 515 68 0 __ 5501 49566 501 495 68 Aging Detail by Date For separating aging by period ranges users can use this SUMEET TEE Pl report In this report user can see all production s details A 0100 PE Select a location from the lookup table if your company is multi location The following report presents Due date Location Invoice amount Open balance etc af OK M Cancel lit Heb Example Rental Tracker Pro Demo Company Aging Detail By Date Report Date Time 2006 06 10 3 00 13PM Page 1 of 1 Location LA Current PET Lee Te em ee Pele Lara ae ne Amount Balance A KK 5 35 O y Ma IT O EI 3829200 e feo E ee 100239 2004 02 07 Th Motion Picture Equipment 7800382 et 30 e gt gt D A RS NV Reporfotals 502 515 66 31 020 00 501 495 66 Aging Detail by Billing Name This report separates invoices by billing name and shows each billing name in a separate table Here in this report eee users can see exact aging of an invoice and its terms See as the following figure Location e OK X Cancel Lt Heb E Aging Detaled By Billing Mame Report R Profa JE Example E Account Receiva
49. 2010 Rental Tracker Inc The payment type can be entered or selected from the table To setup pay type refer to the Payment Type entry screen in file maintenance section There are several reports that can be run against a payment type Certificate of Insurance Required This box should be checked when the production company should have a certificate of insurance on file There is an option in system setup to warn a user if an insurance policy has expired If this box is check marked and certificate has not been entered or has expired user will be warned A management report can also be run Insurance Company This is the name of the insurance company which provides an insurance policy and guarantees created production Expiration The insurance policy will expire on this date A date can be entered or selected from drop down calendar Amount This is the amount of the insurance policy or the deductible Policy This field is allocated for the insurance policy number Salesperson This person gets credit for orders in your company A revenue report is available by salesperson The salesperson will default over from the production to a new order It is a required field in Order Header if Salesperson is set in system setup Enter the Salesperson from the lookup table PO Required If a purchase order is required for orders attached to the production then this box should be check marked When an order has been created a warning will d
50. 20277 0747675 BC LTD P 20279 MPORTED ARTISTS includes all records before end date and 20079 L T B FILMS INC 20280 LUPER PRODUCTIONS INC ignores all records beyond that date 20281 MAD FILMS INC 20282 MAS PRODUCTIONS Note Y eludecall des t 20283 MILLENNIUM PICTURES al EAN LAS Ih select to print all invoices uploaded or non 2087 SPARKS PRODUCTIONS uploaded invoices 20063 SPY FILMS INC 2929 STEAM FILMS INC 20291 TREEHOUSE NORTH PRODUCTIE a daa a hd Ekclude Crechs Uploaded Invoices C Nor Uploaded Invoices This report prints out orders that are marked as no charge The information referenced is if the order were a regular bill order what the billable charges would be Production D The revenue generated as of today is based upon the Ist billing cycle and does not include extended rentals HE Options Production Select production to limit report to show only orders for this production Leave this option blank to show result for all productions Location If you are using the multi location feature you can filter report results to a specified location a Reports 2010 Rental Tracker Inc Example Rental Tracker Pro Demo Company No Charge vs Actual Charges Report Date Time 2006 06 24 12 44 47 PM CONCI Concept Lighting Cooperstown Hall Of Fame Rental A E e AE ERA a O E w TET CS Tt T Owner Revenue This
51. 300 00 TS Report otals 04 170 00 3 709 00 5 412 00 935 371 00 CONCH ConceptLighting CHECK EC Account Receivable 2010 Rental Tracker Inc Payment Received By Type In this report the payments that are separated by payment type check or cash within a particular date range See example below Date From 11 14 200 To 1171872007 Example Rental Tracker Pro Demo Company Payment Received By Payment Type Report Date Time 2006 06 10 3 26 33PM 2001 09 01 3 000 00 134 00 2 566 00 100 00 3004 09 05 12 00 122 0 110 00 10 00 Totals 125 607 00 87 293 00p Production Productiorfitle CheckNo Date Amount Amount Unapplied Discount Received Applied Amount ESPN A aay 09 Received Applied Amount 2006 06 07 300000 53 000 00 6 620 00 F662000 Totals 9 62000 9 620 00 Reporfiotals _ 135 227 00 _ 13924600 TT Unapplied Payments The report list payments which have not been applied The CIRE TEE report is separated by productions From Date 11 18 2006 To Date 11 18 2007 Example Rental Tracker Pro Demo Company AR Unapplied Payments Date Time 2006 06 10 3 40 12PM Page 1 of 2 ACDCOH1 ae ne id ao Type Received 2904 2001 12 3 150 00 0 2915 2003 08 07 CREDIT 12 00 _____ 2916 2003 07 30 Check 213456 225 00 00 397 00 Payment Date Payment Reference Amount Applied Discou
52. 50 2 509 00 6 21 2010 Payment CHECK 111 5600 00 31 509 00 6 21 2010 Payment CHECK 33333 350 00 1 459 00 6 20 2010 Payment CHECK 1 000 00 5459 00 71 6 2010 Invoice 670080 4 950 65 10 8 2010 Invoice 670084 25 154 05 10 8 2010 Invoice 670086 10 5 2010 Payment CREDIT Current 1 30 Days 31 60 Days Past Due Past Due AR Footer goes here ECM Account Receivable 2010 Rental Tracker Inc Print Statements by Parent This report will print the statements grouping information EPA Paren p x by parent company The output should look something like the example Statement Dale a 29 2009 As Of Date Basano y Parent wy Footer X Cancel lit P Help Example E Account Receivable O 2010 Rental Tracker Inc RTI Studios 7 EEE 12481 Tejas Court Statement Rancho Cucamonga CA 91739 10 10 2010 888 595 8041 Page 1 Disney Studios 500 Buena Vista Buena Vista Ca 91233 USA DISNEY Date Transaction Amount Balance Balance Forward Invoice 6 0070 Invoice F670079 Invoice F670063 6 17 2010 nvoice 6f0064 6 17 2010 Invoice 670068 DE 6 21 2010 Invoice 670072 1 062 50 6 21 2010 Payment CHECK 111 600 00 6 21 2010 Payment CHECK 33333 350 00 6 26 2010 Payment CHECK 51 000 00 331 7 6 2010 Invoice 670080 4 950 65 964 262 14 10 8 2010 Invoice 670084 25 154 05 1 009 436 19 10 8 2010 Invoice 670086 61 42 1 009 497 61 10 6 2010Payment CREDIT 409 46
53. Billable Rate Weekend Calculation Type Rate 3 29 2009 3 29 2009 08 00 04 30 8h Hourly 25 8h 30m 25 AM PM 30m 212 50 Note For Hourly bill type program calculates the total hours that an employee should work on a weekend multiply by Weekend Hourly Rate b Day Weekend Type Rate ene PR Taw eve Bom PR o RE AM PM 30m Note For Day bill type program will not consider hours even if they are selected It just calculates One day of working multiply by Weekend Day Rate c All day event with Bill Type Day Weekend Start Time End Time From Until Hours Billable Rate Weekend Calculation Type Rate 3 29 2009 3 29 2009 po foe PE RES 170 1d 170 170 Note Program calculates All day event similar to Day bill type d All day event with Bill Type Hourly Weekend Start Time End Time From Until Hours Billable Rate Weekend Calculation Type Rate 3 29 2009 3 29 2009 A Hourly 25 6h 25 150 6h d Note For All day event with Hourly bill type program multiply employee working time that is set through the Employee Detail screen by Weekend Hourly Rate 3 Imagine your employee should go to work on 29 of March until 30 of March Program calculates the billable amount for the four following Bill Type like following Note Please take into account that we have weekend and normal day for
54. Billing 2010 Rental Tracker Inc Rental Tracker Pro Demo Company Payment Received Report DateTime 2006 06 1211 20 4544M Page 1 of 1 DateRange 2001 05 01 Location LA Currency US _ o A Date Coreea LL poo Pa E A AAA EE WonersProfessinalso 2064 62 9120700 1002 2000000 AA 00 GL Distribution Summary The GL Distribution Summary report prints out a summary sheet per GL code across a date range and payment type Filtering options are by date range GL Date From range production payment type and journal type If your Date To fe company is using multi location and multi currency features you can choose location and currency to filter the GL Code Range F report Production Payment Typ hs Joumal Type Both Include Unapphed Payments Location z Currency z SOK X cocoi iia Heb Rental Tracker Pro Demo Company GL Distribution Summary Report Date Time 2006 06 1211 24 534M Location LA Currency US GLCode Debmmount Credi mount A A HN A rn AAA i E A E EU Billing 2010 Rental Tracker Inc GL Distribution Detail The GL Distribution Detail report prints out a detail of each GL code across a date range and payment type Filtering options are by date range GL range production pe payment type and journal type If your company is using s e Production multi location and
55. By checking this item while creating invoices the system will warn user that credit limit has been met but it doesn t stop the creation of invoices Confirming Invoice If the indicator is checked and the credit limit reached the system warns the user when confirming the invoice The confirmation of the invoice will not be stopped Next Numbers Next Barcode Number RTPro has the ability to assign barcode numbers when adding inventory This field displays the next barcode number that will be used There is logic in the system which does not allow duplicate barcode numbers so if the number is set to an existing barcode number system will skip the number and advance ee Setting up RTPro 2010 Rental Tracker Inc forward until it reaches a valid barcode number If your shop is setup for multiple locations the next barcode number can be setup at the location level Next Order Number This number should be set onetime When a New rental order quote or reservation is created the number will be incremented It recommends that the number set to a different numbering sequence from the Next Invoice Number Next Preview Number and Next Draft Number This will makes it easier to identify the order numbers on various screens and reports If your shop is setup for multiple locations the next order number can be setup at the location level Next Preview Number This number should be set one time The number should be significantly
56. Catalog Screen Managing Vendor records Vendor records can be added by clicking on Ba icon To edit Existing records you can double click on them or select record and click on icon If you want to delete a vendor record you should ensure Vendor record did not use in Inventory Items Create Edit Vendor record After clicking add or edit icons Vendor Entry Screen will open The following fields are available Note Vendor List is also accessible from the Main menu under View sub menu Location If your company is multi location this field will be available This is the location that is registering this vendor This is not a required field Vendor Code The Vendor code is a 10 character code which should be meaningful to identify the vendor title Many reports and searching options throughout the program prompt for the vendor code Vendor Name This is brief description or name of vendor Contact Name and Address This is address and contact information of vendor itself or its contact person Tax Id This is Tax Id of vendor Tax Type A tax type can be entered or selected from Tax Lookup table To setup the Tax Type refer to Tax entry screen in File Maintenance menu The tax type will default over to the Subrental Vendor POs Days per Week This value is used as default value for calculating rental prices of items sub rented from this vendor Rental Discount This value is used as default value for calculating rental discounts o
57. Checkout Screen When items are received the quantity will be added to the Sales Inventory with the new destination location ion Order Processing 2010 Rental Tracker Inc Checkout Sellable Items In Rental Equipment Entry Screen there is an option to mark an equipment code as Sellable When in the Sales Checkout Screen the user is able to sell barcoded and non barcoded items uf By clicking on the Noncoded Sales icon the Sales Noncoded Equipment screen will display User can select the equipment code from a drop down The equipment codes that are not marked as barcoded only and are marked as sellable items will display The user can then enter in a quantity If there is not enough in stock of that equipment code the user cannot continue Program displays a message Not enough inventory to sell Note Noncoded items can be canceled by selecting Cancel Noncoded Sales through the right clicking menu Items cannot be canceled if the items have been billed By clicking on the Sales Barcoded Equipment icon the user can enter in a barcode sell The user can continue to enter in barcodes to sell until the stop sign is clicked on Sk This allows canceling of a sold barcoded item Sold barcoded items cannot be canceled if the items have been billed The user can continue the cancel barcoded sales until the stop sign is clicked on Stock Detail Screen Using this option new items can be added or existing items can be edited into the
58. Connection Settings submenu under File menu If you are using the serial cable for connecting to the scanner check the Allow serial cable or infrared connection to this COM port and then select a proper COM port from the available list If you are using the USB cable for connecting to the scanner check the Allow USB connection with this desktop computer Check the COM Setting on the scanner to make sure it matches the COM or USB setting Open MC9000 Control Panel is selecting the Symbol Setting on the start menu and double click the Comm Settings section If you are using the serial cable select the Seriall 115200 ports If you are using the USB cable select the USB port Make sure REPLLOG EXE was not renamed to REPLLOGO EXE Open the Windows folder of the scanner and make sure the REPLLOG EXE file was not renamed to REPLLOGO EXE If renamed click on the file select the Rename option and change back the name to REPLLOG EXE RTPro program on the scanner renames this file upon entering into the program so the RTPro desktop can communicate with the scanner directly and without using the Active Synch Upon exiting the program RTPro renames the file back tot REPLLOG EXE If the program was exited abnormally it is possible that the file was not renamed back properly In these situations entering to the RTPro on the scanner and exiting it will correct the issue Not able to download the data in the scanner to the RTPro desktop Check the scanne
59. EE rental Order A righ g ID a Ele Sirertal Gato fon tp la Check vast T Pu sti Out Hess bPa ia go LARRI LA PICKET I 11200 LE 5 Enr ARRI 125 POCKET FAA SPOT LE 7 1130 00 rr 120 00 fam FP Coy RIDER TD eral 01237 AARI 125 POCKET PARA EXTRA a 4 150 00 a mmo HE F D A ORF Dies 00133 ARI 12 POCKET PAR WIDE LEF T 120 00 Lu 1000 Tom F Ci ii 2 DS TAO Dette 6134 AAP L POCKET PAR FAOS TEE 3 3 si E 20 1575060 De E e GEN Geari donc ALE 100 41200 E 11200 Hmo E D E de ELO Cibe EA MP G E GARIPTRE Gap Tambi Rental ltems a A LTG Ligh j EA GPEC Sos E veri E qui Ed BUR Subsental Eqipment Tree Rental Misc Items 16 175 00 Weekly Pricer Ta included Tat West 816 175 00 Cuner Price ines Saud 6417500 ee Gepn Dae a mo Ordene Not Shipped pog Usage End Daie Chus a DEPTH Department bal pores 50035 Coupersice Hal Ot Fase a us a Equipment Tree In Rental Order screen Equipment Tree is invisible by default 1t can be opened by clicking on the Drag Drop item from Action menu or F3 button In this tree a list of all rental equipment in the company s warehouses can be seen This list is arranged in four levels to show Departments Main items Equipment and their Accessories To add one item or more to a rental list drag items from Equipment Tree to rental order list After dropping item into the list cursor will stop on Ordered column The quantit
60. Example Rental Tracker Pro Demo Company Order Status Report DateTime 2006 06 14 2 30 03PM Date Date Ret Date Type Type AUS SOME LA Wieren a 2001 06 01 2001 08 00 SA Chapel HI Job Date 821 EEE OT OS 2001 07 25 2001 07 28 m ss i een SERJA A sn nih e O EUA 07 31 2001 07 PET at 200073 LA MWomenserofessionalsoccer 2001 08 09 2001 w A rer T n Ee S00376 LA Nomer sProfessionalsoccer 2003 10 18 2003 10 16 2003 10 18 Quote Regular Bil NES EC Reports 2010 Rental Tracker Inc Late Shipments Report Any order that has equipment that has not been shipped jemala ES completely or was shipped after the scheduled ship date will Format show on this report Summary O Detal Options Onder By Summary Detail The Summary format lists the information Ondertt in the order level specifying the order and the date the equipment Production should have been shipped The Detail format lists the information EN gt in the equipment level specifying the equipment and quantities an O that were ordered Equipment Order by order In Summary format if this option is Location selected the report will sort by order number Order by Equipment In Detail format if this option is selected the report will sort by equipment code Order by Production If this option is selected the report will sort by Production code Production Shows only the orders belonging to this
61. F3 CO Show All Orders Project Job Component 25018 1272272008 1222242008 Not Ship 20020 12 22 2008 1222222006 Shipped 29021 12 22 2008 122222008 Part 5 hip 20022 1222522008 1222522008 Shipped Checkin Screen F10 Check in By Equipment As explained earlier in this chapter RTPro allows checking in items various ways Another way to Check in returned items is Check in By Equipment This option is available across a production Enter in or select an equipment code and press the Refresh F2 key A list of all the orders across the production with the equipment code out will appear CE Checkin By Equipment Select Orders RTPro Demo Company E oO gt Fie Action Search View Help TEE J Subrental Show All e A 7 P gt e O Non Subrental Show Orders having this Equipment out ma Ca Refresh Fe 501003 51009 561020 4 14742007 10 23 00 AM ADMIN 501126 51020 51020 4 31152007 2 21 00 PM ADMIN Select a desired order number and click on the Check in Screen the Rental Check in Screen will appear Items can be checked in from this screen Note If selected equipment is checked out as subrental item in Rental Checkout Screen the subrented equipment and its related order number will be highlighted as green Check in By Parent Pa RTPro allows checking in items across a Parent company If items are checked in across a parent then only items lin
62. For details on using the ownership feature see Chapter 3 Use Ownership Comments Use this note area to record any useful information about this item Remember that the information that is entered when adding the barcodes carries over from one barcode to the next until changed see Notes before Starting above Thus if the comments apply to all of the items added enter them before starting If not be sure to edit the comments before moving on to the next lot or leave the comments area blank and input the information later on the individual barcode s to which the comment applies Quantity to Add Enter the number of items to add in this batch If using the Auto Assign Barcodes feature see above this is the number of new barcodes that will be created and added to system If you are inputting the barcodes the system will stop you when you have reached the Quantity to add Serial No If the Enter Serial box see above has been checked when each barcode has added the system will force users to add the serial number for each barcode Barcode When Auto Assign Barcodes feature is not used scan the barcode or enter the barcode number in Barcode field Rental Barcoded Items Added in This Session This box displays the rental barcodes when they are added to inventory at that moment Barcode Printer Setup RTPro allows printing barcode and equipment code labels through the application The labels can be designed to suit your sh
63. GL DISHIDUUON Detal ESS a NN a eee ee eee 172 WDIOGG REPOS ana urea usldercauetvetssacavnicaanateredute devas hvelesaidune ares versa weakens 173 SUDIeNIal INVOICE DA tte 173 Sales SUMMA BY MOND vices mer od 174 PURCHASE ORDER caida ii lidia date 175 Purchase Order Module dci 176 A ke MeO a 176 subrental PUrCNaSe DIAS ee ee eae A entres 176 E 178 INVENTO Fureha se DUES a o itches 178 FRE DOIG abismo El lcd cia 181 Billed Supre Ma Repor e denon ee 181 Subrental Vendor Invoices Not Paid V ss 181 BEA CCU AS A AN des a dt 181 Subrental Balance Detail Report 182 Supena l PO EOS ESOO y A dd 182 DA DA Si RS carol rana Aaa 183 Introduction to Reports MOQUIS sico aia dant dos Seat dana dorada doce 184 Saving Printer Settings cccccccccssscccceecccceeececceseecceuseeceueeecseueeessueceeseuecesseeeessueeesseaeeeaseeeesensaeees 184 PUG Menta i 184 FAC BA COOCL QDCIS wast idatesoia i anes das 184 CF VAST 12 Bl ge DOS rere eee nee eS Ee A Ore ee et Oye ene ee ee 184 IVGNILORY REDON S aie dou num nn nil A tie riens 185 ACCESSOPN LIST REDON iaa 185 ACCOSSO VU SO ROO a a E a a e EAE a aN ia 186 ROMI TRIER ODOM cb ars chasse ea ab 187 Renta Equipment FICK LUISE since ca ta EA EA 188 Rental INVENI REPOM itso acdc bd di ent tin ennuis 190 Rental Inventory out Repon En dial anata icc coast a ia Edad 191 INVENTOR WOT SI CC eee ai diera isla 192 CUTTY OTR PARO Ossa nn Re ie tete nues 192 Rpa REPON s
64. Header If checked program shows the day header for each labor space on the top of the calendar Sunday Jan 25 Monday Jan 26 Tuesday Jan 27 Wednesday Jan 28 Thursday Jan 29 Friday Jan 30 7Week Single Column If checked program displays the days of a week in a single column for each Labor Space E Labor Space Scheduling O 2010 Rental Tracker Inc Show Weekends If checked program show weekends in labor space scheduling grid Compress Weekends If this option is checked scheduling screen displays weekends like the following picture oe 23 24 25 Time As Clock If checked program changes numeric times to the clock symbol 00m 8 30am 31Month Show Weekends If checked program show weekends in labor space scheduling grid Compress Weekends Refer to the above example Time As Clock If checked program changes numeric times to the clock symbol Time Grid Unit Users can select to see labor space scheduling grid by Day Month or Quarter Detail Information If checked labor space schedule notes can be displayed in the grid Work Days Only If working days are selected for an employee through the employee detail screen by checking this option program displays the working days in the grid with lighter color Work Time Only If working time is set for an employee through the employee detail screen by checking this option program displays the work time period for only the working days with light
65. List price which is calculated after discount Vendor Extended Price Extended price is the final calculated price that should be paid to vendor Note All Purchase Orders currently created for production are listed in drop down To create a new PO click on Add button in vendor purchase order lookup dialog Review all Sub rentals of an Order To review all subrental items press F11 or select Subrental Records from Subrental menu in Rental Order Screen Note When items are subrented as a kit the kit items will be shown in a light yellow color in All Subrental Records for this Order screen Understanding the pricing and updating features There are two types of prices in Subrental level One is the price that a Vendor charges the company and the other is the price that a company charges the customer If prices such as DPW Actual Price and Discount are changed in Rental Order Screen prices should be locked After locking an item and exiting the record an Update Subrental screen will appear Update Subrental Items RTPro Demo Company Xl Vendor LE at Update Vendor Begin Date al Unlocked Items Only Update VerdorEndDate Ai _C Unlocked tems Oriy Update Vendor Days PerWeek Al G Unlockedteme On Update Vendor Discount LEAL Unlocked Items Orb Update Vendor Actual Price al C Unbckediteme On Customer 4 4 Update Customer Begin Date Al Unlocked Items Oni
66. PO Date Time 10 10 2010 3 02 54 PM Page 1 of 1 Date Range 1 1 2009 10 10 2010 Format Summary POR 1023 pad Jen Sk Alpha H AAA a en 79 693 26 PoTotals F 4536 3753 440 1821 79 693 26 own Avail Rented Repair BUGBLBAT OO Hin a 3 se A a a JBUGPOWER 800W Joker Bug PowerSupply a a JOKERSOOHD 800W Joker Bug He EE po PTotals 21 13608 as Repair Loss of revenue This report shows how much revenue was lost because the items were in repair Note This report does not calculate future loss of Revenue Therefore if the item is not out of repair yet then program calculates loss of the revenue up to today Options Department Select department to limit report to show only items for this department Leave this option blank to show result for all departments Category Select category to limit report to show only items for this category Leave this option blank to show result for all categories Equipment Range You can limit the range of equipment displayed in report by selecting begin and ending equipment Leave these fields blank to show all equipment Ticket Enter Ticket number here to limit report results to entered ticket number Barcode Enter Barcode number here to limit report results to one barcode Date in Repair Range To filter report results to show only records between dates use these options If only begin date is entered system includes all records
67. Payment Type defaults in on the Production Header Screen There is a Pay Type table which can be maintained within the file maintenance module Refer to the Pay type section for further details Display Insurance Expired Warning On the Production Header screen there is an insurance expiration date When an order is created the system will warn the user if the insurance has expired The system will not stop the user from continuing it is just a warning To use this feature checkmark the box Keep non shipped rentals reserved until the order return date Checking this option will mark the unshipped equipment unavailable until the orders return date Capitalize First Letter of each Word By checking this item the application will automatically capitalize first character of each word user is typing Require Salesperson on Order Header Because of the many uses of the Salesperson field including being able to generate a revenue report by salesperson you may wish to require that a salesperson be entered on every order To do so check this box Require Payment Type on Order Header If you want system to use validation rules for payment type and not allow users to finalize order forms before entering the Payment Type you should check this box Require Project on Order Header By checking this item all orders should have their Project defined This option will force user to enter in a Project value before saving order header Require Tax Type
68. RTI Studios File Action Search View Help 8 479 te POLAT DOLFI32S ER 4 way Low Level Head 7777 7 MOLE S Wewa 22 2008 Dady 1500 51390 sun gt NT TACOCART TACOCART pr Cart ar 4 MOLE 2 6 25 2009 8 5 2009 10 00 re GENBODA GENBOOA Generator BONA Towable Plant 87777 1 MOLE 2 6 25 2009 7 2 2003 F z CET CU Seo GENEOOA CABCAMBO CabeCamkk S 6777 2MOLE 2 6 25 2009 7 22 2008 Daly F 600 540 10 39640 GE HG CABDIZ3N Gioundeg Rod CREER MOLE 02 1222008 Daly 110 00 1 00 10 2144 00 GE HEC GENGROCAB Ground Cable Package aT 1 MOLE 2 6 25 2008 7 22 2009 Daly M M10 35 00 10 288 00 GENB00A HAMMER Hamme 87777 1 MOLE 26 2 2008 7 22 2008 Dad E 32 00 128 80 10 230 40 GENBODA GENTZODAMP 1200 Amp CLiZh 87777 1MOLE 26 5 2008 18 5 2009 Daly F sow 000 10 1 080 00 1 Purchase Order 2010 Rental Tracker Inc ET ubrental PO Invoice Plan RTPro Demo Company E 4 E oj xj File Search View Record Help a Code D 54 2 amp Begin nd Actual Amount i 2 1 6 25 2009 24142009 5 594 20 2 7 2 2008 74072009 3 754 20 3 7 9 2008 7 15 2009 3 754 20 4 7 16 2009 22 2009 3 754 20 Ml 5 7 23 2009 7429 2009 540 00 6 7 30 2009 8 5 2009 252 00 When the CREATE button is pressed program automatically calculates the Quoted Amount for created records Quoted Amount Each cycle calculate out the quoted amount based upon the line items and th
69. Refresh F2 5 Click Include All F3 6 Click Checkin Screen F10 This shows the Checkin Screen for all the items of the selected Equipment that this Customer has had across all their orders If you leave the equipment blank in step 3 then you get a list of all items across all orders for the customer Questions about Billing There is an order that I do not want to bill what can do to stop it from being billed You need special rights to do this If you do have this right then you can change the Billing Type of the order to be No Further Bill on the Order Header Screen How do know what orders are due for billing From the Billing Module and under the Reports section run the Orders to Bill Report This will give you the First Billing Extended Billing Loss Damage Cleaning and Labor charges Questions about Reports Does RTPro have any Revenue Reports Yes Under the Reports menu we have Revenue Generated Reports hard dollars You can run this report for a certain Parent Productions for a Production Type or many other ways When print reports it shows generating page 1 2 3 then it goes through page 1 2 3 for the second time Why is it going through these pages twice RTPro prints Page 1 of 3 on the top right of each page on the reports First program finds total number of pages in report in this case 3 then it generates actual report need to know what orders have not returned and if the return date
70. Sales Regular Bill is an Order that will be billed for charges based on the billing schedule and rental or sales activity Regular bill is the recommended default No Charge is an order which will never have an invoice created No Further Bill is an order that will have no further rental invoices created No Charge Sales the order will not bill for Sales charges All other charge will still be billable Stop All Billing the order will not bill for any charges Rentals Sales Restocking Loss Damages Labor Space or Shipping Hold a hold order will not come up for billing until it is take off hold Stop Sales the order will not continue to bill for any further sales All other types of charges will be billable Default Production Type The Production Type is defaulted when a new production is created There is a user definable table for Production Types An example of a Production Type would be Feature Commercial or perhaps TV Refer to the Production Type Table for further details Default Contact Type When creating a new contact this will be selected as default type of Contact in Contact entry screen The Contact table contains contact information Default Daily Weekly ES Setting up RTPro O 2010 Rental Tracker Inc The choices are Daily or Weekly The value will default over to the production header screen See Chapter 5 for more information about Daily amp Weekly Pricing Default Payment Type The
71. Stock column Fields which can be edited on a line item are the quantity list price actual price discount locked column taxable GL account the sort order and the internal and customer notes Some of the fields have security logic and a user will need to be permitted in order to change Note To remove items from the list set the quantity ordered to zero Order Miscellaneous Items RTPro allows the user to order for miscellaneous items these items can be added in order misc items section There is not any saved code in database for miscellaneous items To add a miscellaneous item enter Description Quantity and Price Also other information such as Vendor Markup and Taxable can be set for each item To add additional miscellaneous lines press the down arrow key after the last miscellaneous entry Summary and Totals This section can be opened by clicking on Display Totals button Some order header information like discount shipping method and shipping charges etc can be edited By pressing Truck button shipping charges screen will appear and it is possible to add or edit shipping charges It is not necessary to refresh totals or to use the recalculate button upon opening it will be refreshed By pressing Edit Total Actual the main Total price can be edited After editing total it will lock and a lock icon will appear in front of Edit Total Actual To unlock totals click on lock
72. Tracker Inc Merge Stock RTPro can merge different Stock numbers together This function HESE xj is more helpful when you have defined different codes by the same contents in Sales Screen In other words when you have two types of stock numbers which are the same you may merge them a together Stock to Merge with Note Please pay attention when you merge two Stock numbers together the number of first stock will be deleted and system will x Cancel Help display the number of second stock Transaction History This feature will keep all the sales transactions for a stock number and displays them on the Sales Inventory Transaction History screen Within this screen users will observe the Transaction Date Transaction Type Quantity Location and other useful information The type of transaction can be shown by different colors To access in Sales Inventory Screen highlight a desired Stock No then from View menu select Transaction History or click on its icon in the toolbar E sales Inventory Transaction History RTPro Demo Company Oj x File Search View Help i O Drop O Adjustment Show All O Purchase O Transter 45 66 Ei 4 Browse Sales Reports From the Sales Inventory Screen a list of all the Sales Inventory with the current cost and price can be printed Select Sales Price Cost List from Reports menu or click on Sales Price Cost List icon Vendor Catalogue V If vendor ha
73. Use Equipment Table Pricing which will copy over the latest pricing from the equipment table otherwise 1f not checkmarked the pricing established on the order will be used This option will be useful 1f prices are changed after creating current order Customized Records and Shipping Charges can also be copied into the duplicated order if they are checked to include Note Before duplicating an order the order must be selected and displayed on the screen Note After duplicating an order new order will be displayed on the order processing screen A message will come up stating Order is duplicated successfully All parents productions and contacts will be the same Hint You can create the same order for another production by duplicating an order and moving it to the new production See Move Order to a different Production in this chapter o Order Processing O 2010 Rental Tracker Inc Delete an Order There is an ability to delete an order Select this feature from Order menu of Order processing screen Note An order can be deleted if there are no transactions attached to it such as checkout Rental and Sales Order Screens Within the Rental and Sales Order Screen equipment and sales items can be ordered reviewed adjusted and subrented There are shortcuts keys F3 amp F4 shortcuts For more details see Rental Order Screen and Sales Order Screen later in this chapter Order Total Screen It gives a snapshot of the re
74. a P Vendor a Sot By summary or detailed format pa ss a Options po sc Flange Production Order Number Fill an order number here to filter ll report results for selected order Leave it blank to include nevar maran all orders Location x Production Select production to limit report to show Cunency z only orders for this production Leave this option blank to show results for all productions 06 X caca iiih P Heb Vendor Select vendor to limit report to show only items for selected vendor Leave this option blank to show results for all matching vendors PO Enter Purchase Order numbers here to filter results of report by entered PO numbers Equipment Range You can limit the range of equipment displayed in report by selecting begin and ending equipment Leave these fields blank to show all equipment Date Range To filter report results to show only records between dates use these options If only begin date is entered system includes all records after begin date and ignores all records before that date If only end date 1s entered system includes all records before end date and ignores all records beyond that date Location If you are using the multi location feature you can filter report results to a specified location Currency If you are using the multi currency feature you can select the currency to print values for it Format You can choose to print more de
75. a new production through the Order Processing Screen In order to add a new production for a parent first select a parent then use plus icon to create a production System will ask to confirm creating Production select yes Production Entry Screen will open The following fields are available Note You can add a new production without selecting parent Parent A parent company can be attached to the production company The parent company can be entered in or selected from a drop down list Within RTPro a revenue report is available to run against a parent company Production Code The production code is a 10 character code which should be significant to identify the production title Many reports and searching options throughout the program prompt for the production code Production Type EN Setting up RTPro O 2010 Rental Tracker Inc Production type identifies the type of a production An example of a production type would be Feature Commercial TV etc The production type can be entered manually or selected from a drop down list To setup production types refer to the file maintenance section Revenue reports can be run against production types Location If company is multi location this field will appear It is the default location for orders that are created for this production To setup Location refer to the Location table in file maintenance section This is not a required field Note Location field is available
76. ability to save revisions made to the Rental Order Entry Screen RTPro will save the quote from the Rental Order Entry screen when a change is made to a quantity price discount additional entry Revision Path This is a directory path where the revisions are stored if Save Revisions is checked Defaults Tab The default values help speed up the data entry process A default value populates a field on an entry screen The values once populated on an entry screen can be overwritten and changed Default Order Type When a new order is created the order type will default in from the specified default value The possible values Quote Reservation Confirmed Order and Cancelled Quote Quote A quote order is a way of giving a customer pricing for equipment Equipment will not be reserved if the order is a Quote A Quote cannot have items checked out or checked in and it can not be billed Reservation Reservation order reserves equipment A reservation cannot have items checked out or checked in and it can not be billed Order Confirmed order reserves equipment and allows equipment to be checked out and checked in and it can be billed Default Billable Type When a new order has been created the billable type will default in from the specified default value This field dictates how billing will be handled for the order The possible values Regular Bill No Charge or No Further Bill No Charge Sales Stop All Billing Hold and Stop
77. all records before that date If only end date is entered system includes all records before end date and ignores all records beyond that date Location If you are using the multi location feature you can filter report results to a specified location Currency If you are using the multi currency feature you can select the currency to print values for it Example Rental Tracker Pro Demo Company Rental Inventory Detail Statistics Report Date Ti me 2006 06 15 34 44 hl Page 1 of 37 DateRange 2006 06 19 Location LA Currency US Description ae Feplac Extended Rental Day Total Days Gty Week ListPrice Total Blended Maint ae Cost spas a Ena a a EEE E Rate eE a a mamam 1 404 00 EEN et et eg DEL SR to ance erica i e REA IE ps 00122 ARRIT2SPOCKETPAREXTRAWwI 7 So o Op O a EEE E ee eer pee a ReportTotal 3900 538802 1488 f 038 407 60 possasreoj E Reports O 2010 Rental Tracker Inc Rental Inventory Statistics Summary This report will breakout the revenue generated for each production that is billed for equipment rental Puo MON as during the selected date range Report sorted by Rang Production and under each production type of Depatmert A iba y equipment number of days and the number of weeks o ErdDae TA a billed is displayed with revenue for each type of f Euhm lemt wih 80 00 Revenue equipment and total revenue for the production T
78. and Month Start The Month Start and Year Start fields are used in Account module When a Month starts then the previous month considered as closed These dates are also used for reports which reflect MTD YTD revenue and for the Sales summary report Last Month End Close This field is used to close out the last month so that records are locked in prior to the date entered No AR payments certain checkout checkin inventory additions can not be back dated to a closed month Inventory adds cannot be added with a date prior to the last month end close Also Sale items cannot be shipped prior to the last month end close Password Expires in Days You can use this field to configure duration of users accessing after adding a user If you set it to zero your users password never expires Use Image Check this box if image will be used RTPro supports imaging Equipment code items can be linked to an image RTPro is compatible with most TWAIN compliant scanners and digital cameras EN Setting up RTPro O 2010 Rental Tracker Inc Image Path If imaging is used the directory path where the images will be stored should be entered Image save Quality 1 100 When saving images each image takes disk space There is an image compression feature which can be set The compression recommended is 50 The setting can be adjusted to suit your needs The lower compression percentage the higher image quality Save Revisions Within RTPro is the
79. and right one will illustrate the graphical process based on time duration On this figure users can define a certain time period to see pulling periods Orders Quotes and Reservations if they are checked mark by user to view After observation full detail of Gantt report can be printed on a sheet Fie Search Heip D Reserva MEM y ro oe Parent o Start Date 2118 2007 F Orders Location F Quotes Production 38 i Enddate Fray 5 e Refresh F2 Feb Feb 26 2007 2142 2143 EE 2154 ARRON 200 20105 2156 CAPD 2200 201530 2155 LTE001200 201 27 2149 LUHOD 20016 2152 AUDITI ZHI 20083 2145 SOFO001200 20141 2147 50F001 200 20141 2151 50F001200 20141 2153 500100400 20088 2131 TELOOS200 20071 Note Double clicking on each row will bring up the Order Header Screen that belongs to selected row and the detail of the order can be reviewed Panel 2 Gantt Chart for Equipment Availability This Gantt chart is used for monitoring the availability of equipment which is ordered based on time duration The result can be filtered by Equipment Production Date range and Location Through the screen program displays Orders as yellow Reservations as green Quotes as blue and 1f Pull Date lt Ship Date then program shows those dates with Grey color For example if an order has pull date of 01 01 and ship date of 01 03 and return of 01 08 then 2 days will be grey and 6 days of yellow Note The quantity owne
80. and using Kits A kit is a group of items which are linked together and given a kit name The kit can be added to an order and this can make ordering equipment easier An example of a kit is a 10 ton truck kit Camera XX Kit Rick Jones Kit Creating Kits You may create Kits in Rental Order Screen Creating Kits from Inventory module is also possible For more details see Rental Kit List in Chapter 5 To use this feature create a dummy order and add equipment you want to include in Kit then press button complete kit details and save it Note Kit names should be unique in the system Note You can use quantity ordered or shipped to include items in a kit Adding kit to an order A 37 For adding a kit to an order click on Copy From a Kit icon on Rental Order Screen Then select the kit and enter quantity Note In the Rental Order Screen kits are showing in light yellow background and kit header s description in bold Note You may edit the quantity of kit header in the grid The system will prompt update the kit quantities If yes the kits line items will be updated Removing Kits To remove a kit click on Remove Kit from Action menu in Rental Order Screen Customized Rental Order Screen E This screen is mostly used to allow the user to enter a summarized version of the order and print that one instead of printing the normal quote Select Customized Output from Goto menu or click on its icon from the toolbar Use
81. bad Each workstation can customize its own sound Currently 20 different sounds are installed in with RTPro User can preview these sounds and choose the desired sound On the Beep Setting Screen the current settings can be previewed The current sound number appears in the sound selection area when entering this Screen To preview the current beep select your desired beep and press Mi selected sound will play Note You can browse to assign the related sound file to each one of error events Click Ok button to apply new selected sounds The sound uses standard windows WAV files If you are familiar with WAV files you can set application to play your own wav files instead of standard ones You can save your WAV file into RTPro wav folder replacing one of current files named 1 WAV 20 WAV Note The bigger the wav file the longer the user must wait before scanning the next barcode Camera Selection Beep Setting Screen RTPro Demo Company X Program E went System Events 8 Good Beep Ell p Error Events 2 Bad Beep i tern is in stock Already checked in to this order ltem not out on this order ltem is retired Restore it before canceling chec Barcode ls retired Barcode is not on file Barcode already scanned Barcode is out on Order Ah 1 Na CRT Pr02005Delphi2005 Output Browse e DK x Cancel F Help Sounds For taking photos from your equipment you should setup a camera or imaging device
82. be printed and given to customers in a oot EEC condensed format with 2 columns They can mark items in this eta Nala list and order items they want The report can be filtered to show department location or currency Note There is a checkmark in Equipment records named Print Department a on Equipment Pick List Only checked items will print in this list This report requires a file named RtproSL rav to be available Daly C Weekly If this file does not exist then you will get an error when running the report specifying that the file was not found Please contact your System Administrator or Rental Tracker in this case You can customize this report to meet your customer s needs Options Department Select the department from department Lookup Table or leave this blank to show items from all departments Daily Weekly Choose daily or weekly price This will affect the print sheet Paper Size Select one of two choices from paper size drop down menu Use 8 12 x 14 size paper if your printer allows to reduce the number of pages printed Example 188 Reports O 2010 Rental Tracker Inc RTI Studios Page 1 of 2 Equipment Rental Pick List 10 10 10 Customer Name Quote Date qn P O Number Date Rental Ende ITEMS QTY DESCRIPTION PRICE PKG PRICE TEME QTY DESCRIPTION a 225 SA DRA sandbag 24b a ee A CAEL Toe LAE ile LL Pir nb __ EEE M S DO
83. by order will show items checked out in current order the order selected and currently showing in Order Processing Screen Rental Checkin Screen This screen is divided in two sections Upper grid contains quantities and other related information for equipment checked out and status of them in an order The lower grid will remain blank until you begin to check in equipment then it will update and display relevant information for each item that has been checked in 136 Order Processing 2010 Rental Tracker Inc Ce Rental Checkin Soneen Densi Company k aloj xj Ele Yew Check Cancel Fie oss Danse MesngRentsk Help 1 00543 00250 CCE ARRI SO 5750 200 HEAD FEEDER 2 2 2 a 20543 00565 CCE COMPACT 577575 FAA ALU TE Ga 1 ml items Checked cut showing in red 45 bens checked in are in gray 500543 51009 51008 ox mo Kits are showing in yellow background 2 2 5005435 SILD 51009 20 20 FRAME TUBE 1 14 AQUED B B 500543 51015 51009 20 0 FRAME EARS 4 4 al 4 E 2 MEN 12 TROP UY BSS 2006 05 08 0046 00 1114 2 MEA 12 TROOP SS 2006 0605 0046 00 Lott Audion Chocha Hon Bancoded Diesperpior GAP CLP Biy In the upper grid items that are currently out or not returned will be distinguished with a red color and items that are returned will be shown in a gray Kits will have a yellow background As you see in the above picture you can choose Check in type and Date too You
84. by the order status The possible statuses are Active Closed Empty Not Shipped Part Returned Part Shipped Returned Sales and Shipped Example Order By Status File Customize Help Be RBSGe SG 8 6a Order B 2 200 4 2 000 47 1 800 Se ES 1600 D oe a Ses hol Shipped 531 1 400 TULE a PEU 1 200 i 1 000 800 600 41 Checkout Quantity To track activity in the shop this graph will display the number of items that are checked out for the selected period Checkout Quantity by Month Checkout Quantity by Quarter Checkout Quantity by Year Example ET Reports 2010 Rental Tracker Inc CE Checkout Quantity By Month Revenue Generated Like the Revenue Generated Reports the data used to reflect the revenue generated 1s from confirmed invoices Generated by Month Generated by Quarter Generated by Year Example Es Revenue Generated By Qua rber Ele Customize Help FEILER o 90 Revenue Generated B Quarter AA 11 000 000 10 000 000 7 9 000 000 SE p 2007 03 9 628 538 86 a M o Da A mamaman Lame 3 Re a EEE E 2007 04 287 67 6 000 000 i 5 000 000 A OA Mr 1 bet Bet ES 4 000 000 eee A a 3 000 000 ea 2 000 000 Py A 1 000 000 oe Sate ee EMI Reports 2010 Rental Tracker Inc Rental Inventory Value This report shows the value of any equipment in your inventory during any particular perio
85. cache some table contents in client systems to increase speed of application To use this feature checkmark Force login as Remote user checkbox Note Use this option only if user is located out of the main networks containing database server We do not recommend using this option for local users To Add a new Profile If you want to add a new profile first checkmark the Profile checkbox Fill in the User Profile Name and choose a password From Departments list you can select single or multi departments that profile is permitted to have access If your company is multi location there will be a list of locations available select location for this profile from the locations list Each profile may have permission to add discounts to rentals or sales It can be defined here If these values are zero each user linked to the profile cannot add discounts Profile also may have permission to change Days Per Week for rentals this also can be set here To permit or prohibit user or profile to gain access on departments or locations 1 Highlight a department or a location in Prohibited area 2 Click on the lt icon the selected 1tem will be moved to the permitted side The gt gt moves all users listed on the permitted side to the prohibited side The lt lt moves all users listed on the prohibited side to the permitted side Save the record by clicking on the post icon or by pressing F10 EC Setting up RTPro 2010 Rental Tracke
86. cannot be shipped Ship Date Quotes do not affect the availability figures in any place in the system however from the Order Processing Rental Order Usage Beg ides Entry Screen the user can see how the specific quote would affect the availability Note Quotes are not available for billing Reservation Equipment and Sales Stock Items can be ordered but cannot be checked out and Sales items cannot be shipped Equipment availability is affected Reservations cannot be billed Order Equipment can be ordered and checked out and Sales items can be shipped Equipment availability is affected An Order can be billed Cancelled Quotes and Reservations can be cancelled and if the order type is Order it can be cancelled only if there is not checkouts or billing against the order Location The location field can distinguish the ownership of the order The location field will be prompted if the multi location feature is set in System Setup To set this feature refer to the System Setup section in the Administration Module To enter a location type in the location code or select the location from the drop down is Quote Date This is the Quote creation date The default date is the system date Pull Date Pull date reflects the date that equipment is to be pulled out of inventory The default date is the system date Ship Date Ship date reflects the date that equipment will be shipped out of the warehouse The default is the p
87. default shipment name and address when adding new production to this parent AR combined Only applies if the Accounts Receivable module is used If statements are to print across a parent and not necessarily a production then the box should be checked Signed Terms amp Conditions This is a reference to use if the parent company has a signed document on file Notes ES Any additional notes can be added to the parent If parent has notes on file then a red box will appear on right of screen showing there is a note so Setting up RTPro 2010 Rental Tracker Inc The parent screen displays additional information Information displayed is the Month to Date Revenue Year to Date Revenue and Cumulative Revenue The revenue amounts are based upon all the productions for the parent The calculations are from all the confirmed invoice charges for all the productions for the parent Also identified on the screen is the date of last activity for the parent Fill proper value for all other fields then press F10 or save button to save changes and exit Note Other available fields will default over from Parent to the Production screen which will be discussed in the following section in more detail Production Pr Production Customer is one of the major sections of application All transactions check in out of inventory items will be done using production records All orders and invoices will be created based on master parent and or pro
88. different then the Next Order Number field Next Draft Number and Next Invoice Number This will make it easier to identify the preview numbers on various screens and reports If your shop is setup for multiple locations the next preview number can be setup at the location level Next PO PO stands for purchase order Within the system PO numbers can be assigned by the system If you choose to use this feature then the next PO can be assigned and the system will increment the number Next Inv PO If you choose to use this feature then the next inventory PO can be assigned and the system will increment the number Next Draft Number This number should be set one time The number should be significantly different then the Next Order Number field Next Preview Number and Next Invoice Number This will make it easier to identify the draft numbers on various screens and reports If your shop is setup for multiple locations the next draft number can be setup at the location level Next Invoice Number This number should be set one time The number should be significantly different then the Next Order Number field Next Preview Number and Next Draft Number This will make it easier to identify the invoice numbers on various reports If your shop is setup for multiple locations the next invoice number can be setup at the location level Next Invoice Batch Number There is the ability to have the system create one invoice per order across when runnin
89. draft will be released for billing Void Credit A credit is an invoice with a negative amount Note There are various options available within right click menu on the Invoice Screen Select a desired row in Order section Right click on the selected order and choose one of the available options in the list to edit on the order view order notes view invoice detail or to remove order from this invoice Export Invoices RTRpo has the ability to export invoices in different file formats that could import on many inventory Accounting software such as Quick Book AccPack etc To export invoices users have to define a specific path where invoices should be uploaded Press Verify Upload to validate invoices for uploading then click Create Upload to create a file that contains exported invoices E ioi xj Export Invoices Screen ATPro Demo Company File Include Help P ip Ca Refresh F2 5122010 5 07 00 PM 100P 326164 20000 64127201 0 6 20 00 PM 100P 30 00 225165 20000 3412 2010 6 23 00 PM 100P 30 00 261 70 20000 61192010 4 45 00 PM 11 212 75 326173 20000 6423 2010 5 1200 Phi 100P 4593 98 3261 74 20000 6 23 2010 5 13 00 Phi 100P 493 98 bre 2269 624201 0 1 08 00 PM 32 614 40 326176 20269 64242070 1 06 00 PM 1432614 40 Uvode E vaiy Uso A Create Upload Confirm Drafts RTPro has the ability to list all drafts through the Confirm Draft Batch screen The user can then review p
90. easier for a user to find a specific order The Job Title appears on several listings and customer reports Shipping Name amp Address Shipping Name amp Address can be typed or selected from drop down list The Shipping Name amp Address appears on customer reports and shipping labels Billing Contact The accounting contact should be entered in this field This field is defaulted over from the production that this order is relevant to Billing Contact Information This field may contain phone or fax numbers and any additional billing information This field 1s defaulted over from the production that this order is relevant to Customer Contact This person is responsible for the order Examples of the customer contact would be the best boy grip or gaffer The customer contact must exist on the customer contact table To select a customer contact click on the drop down list If the contact does not exist the contact can be added from the Contact list Ship Method The Ship Method validates against the Shipping Method table User can select ship method from the list Refer to Ship Method on File Maintenance chapter Return Method The Return Method validates against the Return Method table A return method can be selected from the drop down list Payment Type The type of payment that the invoice of an order should be paid The method of payment is used to filter information on various reports Payment Type field is used in the Billing
91. eee eee eee ee 111 Move Ordr og i OOO EE Nae Set ener a A 111 Check Ioul DIOCCSSOS esse he dd O en de del de reek des ld 111 Change Su ubrental WENA e el a de od et ne 112 BIAD AA OE OC uo ater E Oe OT 112 Order Header nt tibias 112 order Feader CON ao toes ote be aah ea esi E de aia aaa e id 112 Move to Restore from History ss ssiiessseieeereeeeseeeenrenes 116 Move Order to a different Produc ica sittin eA ela Sek oes 116 Order Biling Schedule as 116 Attachment Sus dto Sos sh 117 REMI OOC A nn A A NI a maces ketenes 118 Rental OOO ocres ir NA o Sa aed eae wad tia ade a 118 EQUIPMENT TEG ta dal Rio cien 119 Rentals ie dd dal 119 Rental Miscellaneous SMS A A A A ias 120 Summary and FOIS SR A a Aile 120 How to Ord r QUIPMENE SS SES a rss mn de bude secs 120 PINTO QUO SNB R ta RS A N aire tite 121 Shortcuts are available from the right click menu 121 Checking Equipment Availability for orders cooooccccooccnncnoccnccnncncnnnnonononononnncnnnnnncncnnronnnnnons 121 Reviewing inventory items across an equipment code VV 121 Substituting Equipments occcccccnccccnccocnncccnnonncnnocnnnnnnnonnnnnnncnnnnnnnnnnnnnnnnnnnnnnnrnnnnnnnnnnnnnnnnrnnnnnnninnnos 121 Create and USING lisas ds 122 Cusiomized Rental Order SON a A aaa 122 iS SE RE OP cath EE 123 Pe IS e 123 SUDFENUNG EQUIPMENIS nn UN mn ne 124 SUD PEMUNG SINS SES a a este 124 OUDrertal ROCOSAS 125 Printing Subrental Purchase Order ss 125 Sub rent Equip
92. equipment Outside Item Vendor Input the owner of this equipment if it is a Subrental item Extended This field shows the total cost of each line Repaired By This is the person who has repaired equipments This can be selected from Lookup Table Resolution Description This field shows how this item was repaired or which parts were used to repair this equipment Parts If some parts are used to repair an item for keeping this information RTPro lets users enter the parts that were used for repairing Price and the number of parts can be inserted here Then the system automatically calculates the total cost Stock The stock number of parts that are used for repair can be selected from Sales Stock Lookup Table Description This field is read only and describes the equipment a Inventory 2010 Rental Tracker Inc Quantity This field displays the number of parts that are used for repairing the items Unit Price This field describes the price of parts used for repair Extended Price This field shows the total price of each line GL Account Select GL Account for this part from General Ledger Lookup Table Taxable If the item is taxable check this box List Price This is the price of the part as documented in list List Cost Cost of part as documented in list Labor Users can insert data related to each laborer who works on a repairing action They can select Employee Id Occupation and the hours tha
93. given production Leave this option blank to show orders from all productions Equipment Shows only the orders having this equipment as a late shipment Leave this option blank to show orders with all equipment Location If you are using multi location features you can filter to show only the orders for the given location Leave this option blank to show orders from all locations Example Rental Tracker Pro Demo Company Late Shipment Report Date Time 2006 06 14 2 55 27 PM Name ProdTitle ShipDate a M22222 Boer Distribution a 500364 Joseptanderson Come To Home 2 O A Josepranderson Cooperstown Hall Fame Late Returns Report Orders with equipment that were shipped and have not _ SRS SSS returned or returned after the expected return date will appear Format i f Summan on this report pater Options ae Summary Detail The Summary format lists the f Ordet information in the order level specifying the order and the Production date the equipment should have been returned The Detail Production aT format lists the information in the equipment level specifying the equipment and quantities that are ordered Order by order In Summary format if this option is selected the report will sort by order number 203 Reports 2010 Rental Tracker Inc Order by Equipment In Detail format if this option is selected the report will sort by equipment code Order by P
94. helpful for projection of POR als what the vendor should be billing your shop based OA Invoice Plan Cycle upon the invoice plan The report can be used as a projection of what you will owe the vendor based upon the date range Date Range E Purchase Order O 2010 Rental Tracker Inc Subrental Balance Detail Report CE Subrental Balance Detail Report RTPro Dea p x This report is broken up by PO and reflects what has been paid against the PO what has been invoiced against the PO and not paid what the balance is your Production pF shops cost for the subrentals and that you have Vendar 7 charged your customer The report also reflects the profit made Subrental PO Cost Sheet This report will print the vendor cost and customer price of sub rentals for the selected vendor PO based upon a date range This report will run across a customers and orders This report 1s helpful tool to see if there is a profit for the sub rentals EC Purchase Order 2010 Rental Tracker Inc Chapter Introduction to Reports Module There are many reports available within the Reports Module The reports supply both reference and statistical information from all areas of the system to help keep you on top of your data It is also recommended that you review Display grid listings in Chapter 2 Throughout RTPro the data displayed on the various grid listings can be filtered and columns can be rearranged in order to
95. if Use multi location feature is set in Setup Screen Production Title The production title is related to production code This title should indicate the name or description of the production Billing Name amp Billing Address Billing name should represent where the invoices will be sent This should be the production company The billing name will come over from the parent company but can be changed if different for the Production Phone This should be the phone number of the production company Fax This should be the fax number of the production company Email This should be the email address used for contacting the production company Shipping Name amp Shipping Address Shipping Address indicates where the rentals and sale items will be sent to the production The shipping name can be entered or selected from a drop down listing To setup Shipping Name amp Address refer to the shipping address table in file maintenance section The shipping name and address does not need to be selected from the drop down The shipping name will not validate Ship Method This method should identify how the rentals and sale items will be sent to the production The shipping method can be entered or selected from a drop down list To setup ship methods refer to the file maintenance section The ship method prints on various customer reports Return Method This method should identify how the rentals and sale items will return to the produ
96. multi currency features you can From Date r choose location and currency to filter the report To Date GL Code Fiange a LA Production Payment Type Journal Type Both Include Unapplied Payments Location i Currency OA X coral mu Het Rental Tracker Pro Demo Company GL Distribution Detail Report Date Time 2006 06 1212 16 09Ph4 Page 1 of 2 Location LA Currency US Invoice Invoice Production Journal Payment Debit Credit Date Title Ho Amount Amount 1000 20 BENT Checking 100188 2003 08 27 23324 in 2032 000 me SubTotals 2000 lee EERIE aie Concet Lighting E ME SAE i L moer re a Sas 913200 Tatak 40 020 00 1 056 176 65 a Billing O 2010 Rental Tracker Inc Upload Report The Upload report gives various options to print the STs L invoices which have been exported out of RTPro the i Group By invoices which have not been exported out of RTPro Uploaded Invoice Job Type that are marked to be exported and the invoices that are Not Uploaded C Credit marked not to be exported out of RTPro You can choose to include Uploaded or Not Uploaded invoices and credits in the report Use filtering options to see the From Date 3 23 2010 result You can also include the GL breakdown using To Date a 29 2010 Include GL Breakdown Production Type Include GL Breakdown Location Currency hal of OK X Cancel EE L
97. of 20000 to 30000 while all of the video tapes are given numbers between 30001 to 40000 Or perhaps all of the batteries have codes that begin with the letter B It is not so important how items are grouped together but once the ranges are s Inventory 2010 Rental Tracker Inc established the layout stays consistent and they are maintained accordingly For example an Acme 12 Volt Battery might be grouped with all of the Acme supplies or 1t might be easier to find with all of the other 12 Volt Batteries It is also recommended that you leave gaps in the Stock Numbers so that there will be room to add new products within the related ranges Department If your shop is divided into departments based on physical layout or job duties the sales stock layout can be designed to match Several inventory reports such as Pull Sheet for an order can be sorted by department This would allow you to separate an order and divide the work among the appropriate staff If Sales Stock is assigned by department it must come from the Department Table To enter in a department type in the Department Code or click the drop down arrow to choose a department from the Department Lookup Category If you wish to provide a cost breakdown for the different groups of sales stock on a quote or an invoice use this Category to group the stock numbers For example if Category is used you could see a list of all gels and the sales cost of them
98. on Order Header By checking this item all orders should have their Tax Type defined This option will force user to choose Tax Type of order before saving it Use Multiple Contact on Production RTPro allows controlling the contact selection across a production If the selection of a contact should be limited to specifics contacts across a production then check this item At the time the contact is chosen for an order the contact must be a contact which is assigned to the production Separate Reports by Rental Category If the sort order field is used in the Rental Category details by checking this option program will allow the user to separate the reports by the rental category based on the sort field Allow Modify 2nd Level Accessory If the box is checked then program allows the user to change the quantity for 2 level accessory within the Rental Order Entry screen and also both pick list methods Fixed Barcode Size If your shop uses barcode labels with a fixed length number of digits then this field should be checked This allows extra validation when the scanner reads a barcode If this box is checked the system will not accept a barcode with more or less than the fixed length number of digits specified The system will make a bad beep indicating an invalid read Barcode Length If a fixed barcode size is used then the number of digits length should be entered Barcode Prefix RTPro has a logic written in the application to check for
99. or click on Update and Exit button to update order and close screen Note In the Rental Entry Pick list the accessory items are noted in gray and indented Once the items are posted back to the order the accessory items will show indented but will not be gray Note Users are able to modify the Actual Daily amp Actual Weekly amounts The program brings data from these two columns to the Rental Order Entry Screen This is only available when user is not using the REMOTE view Note Users are able to enter in customer and internal notes The program brings data from these two columns to the Rental Order Entry Screen This is only available when user is not using the REMOTE view Subrenting Equipments Within RTPro it is possible to subrent items that are not available in your shop E Subrental Records RTPro Demo Company OI x Ble Search View Action Help MN a Y 9 0 Equipment HMIFIO00S5 12 18K HMI FRES PACKAGE CMC Quantity Ordered 9 Usage Period 8 6 2008 68 6 2008 Dail Weekly Daily Days Per Week List Price 1 155 00 Disc 30 Actual Price 808 50 AAA EE Subreri Bed Date End Date Deir We z List Price Disc Actual Price alana 074001 200 1186 2008 852008 Daily 41 155 00 808 50 3308 50 119002200 aa 2 8 6 2008 6 6 2008 Chaily 41 155 00 808 50 1 617 00 460001 200 3 2 8 6 2008 6 6 2008 Daily 5 1 155 00 30 608 50 1 617 00 748001200 118 3 8 6 2008 6 6 2008 Dai 1 1 155 00 1 155 00 43 465 00 E z 4 CIM
100. or select it from list N Ordert Checking In Single Order Click on Or button in front of In In Or z r Pr From report menu select Return List report Print Reports Help return list Quick List Quote Sheet Pull List Checkouk Sheet Contract Current Week Contract Exchange Sheet Return List Checkin Sheet Fill Actual Check in Date Missing Rentals Help 2006 06 25 123224 PM Description EJ Handling Orders O 2010 Rental Tracker Inc If the RETURN LIST is Completed use Check in all User Security must be permitted to use this option returning Non Coded click Otherwise if partially Subrental or Miscellaneous Equipment Non coded button Enter Filters if you need Checkmark Checkin Checkmark Sub rent or Miscellaneous 1f applicable Click Refresh or press F2 Check in individual items enter quantity by line Click Update Order F3 or Update and Exit F10 to post quantities ANOTHER WAY Position grid cursor on appropriate line press F4 system will prompt for the quantity Checkin Cancel Filter Loss Damage Missing Rentals Help v Barcoded Ml 2006 06 25 12 32 24 Mon Barcoded Dialog F3 escription Non Barcoded List FS ARRAI HMI FRESNELS Batch Barcode MOLE RK CK PARL CRIT Checkin All Checkin All Barcoded Items Only 0244 00005 00005 ed All Excluding Barcoded 0244 00200 00005 Checkin all Items PH O We S de 0
101. order o Eamon eran ARRI 120 POCKET To see the detail breakdown of the availability of equipment code highlight its code and press F6 System will open Equipment sgi A ARRI 125 POCKET PAR FR Availability Screen For more details refer to Equipment 21 2 GRIP HEAD Availability Screen in Chapter 5 Desc ARRI COMPACT 2500 HMI HE ARRI 2 5 4K ELECTRONIC When an item is not available in your store you can sub rent or substitute it See Subrental section and Substitute section in this chapter for more details Reviewing inventory items across an equipment code You can also see barcodes for selected equipment and orders even if they are out To see inventory records for selected equipment in list press F8 or click on Inventory Records from Go to menu Substituting Equipments This feature gives an ability to substitute equipment with another one Sometimes we have equipment which is not available during ordering Here if we had a substitution list containing similar equipment we can use it To see if equipment has a substitution list highlight equipment code and click the substitution icon If equipment has a substitution list 1t will show You can use this list to replace existing items in the order with other similar items For more information about substitution lists refer to Inventory Substitution List section in chapter 5 pe Order Processing 2010 Rental Tracker Inc Create
102. past to get the value of your inventory for it Equipment Range You can limit the range of equipment displayed in this report by selecting the beginning and ending equipment code Leave these blank to show all equipment Location If you are using the multi location feature you can filter the report to a specific location Currency If you are using the multi currency feature you can select the currency to print the value of the inventory for that currency only Replacement Price If the Replacement Price is selected the Replacement Price in evaluating the value of inventory will multiply the Quantity on Hand Replacement Cost If the Replacement Cost is selected the Replacement Cost in evaluating the value of inventory will multiply the Quantity on Hand Purchase Amount If the Purchase Amount is selected the Purchase Amount in evaluating the value of inventory will multiply the Quantity on Hand E Reports O 2010 Rental Tracker Inc Group by Department You can group the report results by department using this check box Include 0 00 Equipment This option will list equipment with no inventory items on file Example Rental Tracker Pro Demo Company Rental Inventory Value Report DateTime 2006 06 1810 06 37 4M Page 1 of 6 AsofDate 2006 06 18 Calculatedsing Replacement Price Location LA Currency US lr a SRE DEPTT FRESNELS os ARRICOMPACTAR AM HEAD 71 910000 4362 0000 MRC 2500 HN HEAD
103. price of the kit due to daily or weekly selection or both Select Print Dado Price f Port weekly Price Options Port Dai and Weekly Price Daily Price Prints a column showing Daily Prices Weekly Price Prints a column showing Weekly Prices ER Code eee Daily and Weekly Price Prints both Daily and Weekly Prices Kit code You can use this option to print the report for only one Kit Leave this option blank to print all Kits in the system Department Shows only the equipment belonging to this Department Leave this blank to show items from all departments Location If you use multi location features you have another option to select one of your locations and see the reports of equipment that exist there This is specifically important if the locations are using different currency hence different prices for the equipment You may see a result that looks like the following example Example E Reports O 2010 Rental Tracker Inc Rental Tracker Pro RTI Studios Rental Kit Report DateTime 10 10 2010 1 22 46 PM Page 1 of 1 LOCATIONKI Location Kit Price Price z HMI Glo AD nn EC IS ABT12 a 5900 00 ARTE SF TAE Bat A ee A AT AAA 33 01 3200 01 EGGCRATE 30 COTES Fisher 11 Doi rice a a ESTA AAA DA eS ee MEA 1 5330 Kit Total P Rental Equipment Pick List This report shows a list of all equipment in the shop s inventory ETE pl xl This report can
104. print their logo and name on reports at all Use Department and Category for Add Rental Inventory Screen If checked when adding inventory the system will prompt and filter the equipment code selection by department and category Logo Printout Position inches This will set the position of Company logo when printing reports These values should be entered as inches and will use only if Company header position is not set to No Header Top Margin for page 2 of Customer Reports There is an option embedded in RTPro which allows users to define the top margin of customer reports after second page Billing Tab GL General Ledger Account Each of the charge buckets listed can be associated with a general GL Account Tavable ledger income account from the General Ledger Account table A pental 47050107048 i pull down list is available This is the GL account that will be 4 used unless the GL Account has specified at a different level such oar i as at the equipment code level or sales stock number level Misc Rentals z M Taxable Misc Sales Iw The taxable indicator specifies if the charge bucket should have ns Hn taxes added to the calculation The tax indicator will be used if OA 5 the tax indicator is not at a different level such as the rental order ME entry screen or sales order entry screen Labor STANDS y M x Please Note If tax indicated on a charge bucket the tax rate Space must be setup for in
105. production and go to the Production Entry Screen using Fe View Setup List History Record Help View Edit Production From the History dropdown menu select 4 av x Restore From History 5 Restore From History Subsequently the system will move the selected production from the history to the live area Parent Production Code acoc Restore Quotes or Orders from History Two ways to restore Quotes or Orders from History to Live 1 In History Menu select an order that is moved to history in Order Processing section then select Move Order to Live from Order menu 2 In History Menu select an order in Order Processing section then go to History menu on Order Header Screen and select Restore from History Remember that since an order is stored in History it is impossible to reach A Xx this order from the main Order Processing Menu If you attempt to use an Error Order is in History order that is moved to History from main Order Processing Menu you will ES receive the following error message Restore Invoices from History To restore an Invoice from history section to the Live area From History module click on the Billing button select the desired invoice from Listing menu and go to the Invoice Screen II ani dia Through the Invoice Screen select Restore from History option Tee under History submenu on the top section of the screen Afterwards the system will restore selected invoice from
106. provide you with a report of very specific information As a reminder to save time and paper you do not need to print a report each time you need information All RTPro reports can be previewed to the screen by clicking the Preview bullet from the Report Setup window This is very useful for quick lookups to check if a report has the information you need or to check various options and sorting capabilities To access the reports click on the Reports button on the main screen The various reports are divided into five sections each represented by a dropdown menu at the top of the Report Module Click the drop down tab to display the reports available in that section Click the report you wish to view or print Where options are available you may restrict the report to only the data or range of data you wish to review Leaving an option field blank will give you information for all of the choices available in that field Following is a brief synopsis of the available reports Saving Printer Settings Printers and settings can be saved for each report separately To do this click on the PJ button caption of the report options dialog You can see this button in each report menu After saving the printer s settings the report will print to the destination printer the report setup screen will not be prompted At any point you may disable enable the report setup screen File Menu Print Barcode Labels You can print Barcode labels from th
107. report is used mostly for keeping track of consignments If the inventory items belong to a 3rd party owner then this report will show how much revenue these items have generated Production 7 C Detal Options Date From Owner Select owner name to filter results for that To owner You should select an Owner to view this Location report af OK de fiib F Heb Production Select production to limit report to show only orders for this production Leave this option blank to show result for all productions Date Range To filter report results to show only records between dates use these options If only begin date is entered system includes all records after begin date and ignores all records before that date If only end date is entered system includes all records before end date and ignores all records beyond that date Location If you are using the multi location feature you can filter report results to a specified location Report Format You can choose to include more details in your report by selecting detail or include less information by selecting summary Example 243 Reports 2010 Rental Tracker Inc Rental Tracker Pro Demo Company Owner Revenue Report Date Time 2006 06 21 12 40 30PM Page 1 of 1 Owner SONY FREEO1 AAA AA AAA Weeks IE E 902 367 Totals AAtINIO gt a 737020 OOOO i 250 0048004 O Tor Totals 21 931 70 Report otals 124 326 37
108. result check this box to remove them Example Rental Tracker Pro RTI Studios Projected Equipment Utilization Analysis Date Time 10 10 20102 29 14PM Page 1 of 1 Location LOSANGELES Date Range 1 1 2010 11 10 2010 Projection Date 11 10 2010 ees Ou nop Cost Repi cost ListPrice etnea Revenue payo Demand Over Puch Pio ur Price subvert Pro E Repl Cost Repl Cost ListPrice Billed Revenue Da te Dema Purch Price Subrent Proj asa o o PCS GR AAA 4 PE FOR HMI Hesse a soe S E A A ae ee E ee A Bs120 55 ScimBeg as soo 1 620 00 mal sasso a1 23 seooo s207o00 8120 60 NanowLensAsa Rs of 520000 rf stooo tel f 500 4 800 00 A S sooj asg 48 00 0 00 18 5 s1500 D S500 00 lares 15 15 3500 00 sr D 52500 1 025 00 112 saso ma 7 432 00 maf s4 590 00 17 1 2700 saoj Ts eps se e ra sara a 3180 00 3 400 00 stooo ej 1 800 00 2000 s o FINE TRUE 930 00 3 720 00 saoo _ 7 el smo 82 750 00 80 00 Report Total 59651700 s0220 111 l S1 476700 3582500 E Reports O 2010 Rental Tracker Inc Subrental Statistics Report With a multitude of options and sort by combinations this HXZEESSIStesSicrrS pxl report will display the Vendor Price the Production Price ga oC f Summary and the total weeks rented for all Sub rentals that fit the sm gt ata selected criteria All options and sorts can run in
109. returns by default but you may change selecting items to print if desired Begin Date Time This is the beginning date and time for a partial checkout sheet End Date Time This is the ending date and time for a partial checkout sheet Print Subrental Vendor If sub rented items are checked out to the order this option will print the vendor of subrented equipment Print Kit Header If kits are added to rental items checking mark this option will print header of kits Print Replacement Price Checking this will print the replacement price for rented equipment in the report Use Billing Schedule If a schedule is defined for billing this function will print the billing schedule calculation in the report Print Shipping Charges If checked program prints the shipping charges for either rentals or sales Current Week Contract This report will print contract for the current week Options are available to print prices in this report such as No Prices Total Prices Only Line Item Prices with No Discount and All Prices A partial report for the certain range of the date and time can be printed Other options are Print Subrental Customer Notes Checking this item will print Subrental Customer Notes Print Subrental Vendor If sub rented items are checked out to the order this option will print the vendor of subrented equipment Print Subrental Internal Notes Checking this item will print the Subrental Internal Notes Print Kit Heade
110. sales for each product and its quantity for each order that is billed as well as the total cost of sales for the selected criteria You can filter Department results of report by department category and stock Pasta date of sale location and currency _ i First Stock Options Last Stock Department Shows only the stock belonging to this Racin Dale Department Leave this blank to show items from all a departments End Date 9 29 2017 0 he Category Shows only the stock belonging to this Production Category Leave this blank to show items from all Localon Pe categories Cunency Date Range Use these dates to filter results using the sell date of products You can leave each of these dates blank to include all from start or to the end Stock Range You can limit the range of stock displayed in this report by selecting begin and ending stock Leave these blank to show all stock You also can select multiple stock numbers To do this click on list icon in front of First Stock number and select each one you want to include in report Location If you are using the multi location feature you can filter the report to a specific location Currency If you are using the multi currency feature you can select the currency to print the value of the inventory for that currency only Example Rental Tracker Pro William F White International Inc Cost of Sa
111. separate footers for different reports Users are able to Add Edit and Delete records The table consists of a code description location body and an option which allows you to split the text of footer Body Body is a free form text area with edit capabilities like choosing font font size and paragraph alignment The text entered ex Terms and Conditions will print for example on the bottom of a quote sheet Note We recommend not using tab characters in the body Note Some Table field names may be entered in the text body Their value will be used instead of their names when printing reports Contact Rental Tracker Support for more details Utilities Menu Delete Previews This item will delete all Previews bills that you have in your system For more information refer to chapter 7 Ca File Maintenance 2010 Rental Tracker Inc E File Maintenance O 2010 Rental Tracker Inc Chapter Inventory Module In the Inventory Module databases are created and maintained to keep track of each type of equipment in inventory as well as the individual pieces of inventory In this module you will find the tables for the Equipment Codes and the Kits Barcoded and Noncoded items can be added and the information for individual items can be viewed and changed The Availability screen can be accessed from this module as well as the Retirement and Service screens Repair management is included in this module too There is also a
112. should select the proper Check in type and date before starting each session of the Check in process This information will be saved to equipment record in Check in transaction The date showing at the top of the screen is the system date but if you should check in items in a designated date you can change it before continuing For example a truck arrived late on Friday night but the shop is not able to check in equipment physically until Monday morning Note This date is used on calculating bills and it needs to be carefully reviewed when changing Within RTPro Items can be checked in with a check in mode The types are Normal Loss Damage Transfer Swap or No Charge Normal When entering the Rental Check in Screen the system will check in items in Normal type by default It shows that items checked in are in good state and in the item is ready for the next rental Loss Items checked in as Loss means items have been returned but too damaged to be repairable For these items a Loss List can be created and edited The Loss list will be used to create an invoice for these items When checked in as a loss the item will be removed from stock and a retirement record will be created for it See Loss List later in the chapter Damage Items checked in as damage shows that these items are damaged and they must be sent for repair You can create a damage list When checking items in as damaged system creates a repair ticket for eac
113. stock If not checked program stops user at the time of sales shipping if there is not enough items available to ship Sell Rental Equipments Use Existing Line Items If it is checked program uses the existing line item from Sales Order if the stock number has already been ordered Checkin Tab Return List Footer Default return list footer can be selected here The program will default over return list footer when printing the checkout sheet Note If there is default footer on the Location level the location level default footer will be used If the location level has no footer the program uses the footer that is selected in system setup Checkin Sheet Footer Default checkin sheet footer can be selected here The program will default over checkin sheet footer when printing the checkin sheet Note If there is default footer on the Location level the location level default footer will be used If the location level has no footer the program uses the footer that is selected in system setup Repair Ticket Footer Default repair ticket footer can be selected here The program will default over repair ticket footer when printing the repair ticket report Note If there is default footer on the Location level the location level default footer will be used If the location level has no footer the program uses the footer that is selected in system setup Sales Return Footer Default sales return footer can be selected here The prog
114. that have not been counted Physical Inventory Rejection List If during the physical inventory process an item that has been scanned or entered gives an error the record is stored in the rejection list The rejection list can be printed and is helpful when doing research This report contains some columns such as Barcode UserID Transaction Date and the comments column that shows the rejection error acquired during the physical inventory process Physical Inventory Review Report This report will display the overall picture of your physical inventory For all of the types of equipment within the selected range see PI Start Dialog Box earlier in this chapter this report will display the Equipment code Description and Quantity Owned The current figures for quantities out on orders Missing Barcoded In Repair and Count will display as well as subtracted from the quantity owned to o Inventory 2010 Rental Tracker Inc provide the Difference A negative figure means there are items missing while a positive figure means more items are accounted for than are owned As part of the inventory process shortages will be retired and overages will add to inventory Because adjustments will apply to your inventory it is recommended these differences are carefully reviewed Any quantities that appear unreasonable should be investigated and changes should be made prior to proceeding see Review and Update Inventory later in this chapter Su
115. the Weekly price will remain the same for those Equipment Codes that have no entry in the New Weekly column Weekly Inc When a new Weekly Price is entered this column will reflect the increase from the old Weekly Price to the new Weekly Price in dollars and cents Weekly Inc percentage When a new Weekly Price is entered a number in this column is the percentage of increase between the old Weekly Price and new Weekly Price Increase All Prices To increase all daily weekly prices by the same percentage use this option The number that you enter in Update Rental Prices Increase dialog box is the percent that will be added to the daily weekly price of all equipment codes Note To decrease all daily prices negative numbers can be entered ET Inventory 2010 Rental Tracker Inc Note Program can round up the value of the prices to the nearest dollar using Roll Up checkbox if they are increased Enter New Sales Prices To get to the Update Sales Prices screen click on the Update Prices drop down tab and select Enter New Sales Prices Update Sales Prices Screen In this screen the Stock Description Cost and Prices default over from the sales inventory for each Stock Number on file These four fields cannot be edited from this screen If changes are necessary make them in the Sales Inventory Table see earlier in this chapter Note New prices may be entered while working in the grid as described below or click the D
116. the PI Review and Update Inventory screen is the Update column A check mark in the box indicates that this Equipment will update i e the resolution indicated in the Comments column will be implemented If you do not wish to have the system automatically update an equipment type click on the box to remove the check Adjustments can be made by hand with the Rental Inventory and Retirement functions see earlier in this chapter Update Inventory Before continuing with the update inventory process be sure the actions which will be taken for each equipment code is reviewed once the update process is started 1t can not be cancelled From the PI Review and Update Inventory screen there are three ways to update the inventory 1 Push the F3 key 2 Click on the Action dropdown key and click on Update Inventory 3 Click on the Update Inventory button in the lower part of the screen The Confirm window will appear The No button will take you back to the PI Review and Update Inventory screen for further review The Yes button will prompt a second Confirm screen again reminding you that the process cannot stop after it 1s started Click Yes to continue the update Physical Inventory In Stock and Counted There is a screen available through the Physical amp Inventory Review Update inventory screen which allows users to review the detail of items which are counted and in the stock To have access double click on the Count col
117. the batch data RTPro will ask you to remove the data from the scanner or not Send Data Via To Existing Batch via RF If you want to send the stored data to an existing batch number in the database use this feature After pressing the button RTPro will get a batch number from user and then connect to the RF Server application to send the stored data All the data will be marked as that batch number in database After sending the batch data RTPro will ask you to remove the data from the scanner or not Clear Data With pressing this button you will clear the stored file and make it empty This feature is useful if you did something wrong and want to do your work again EJ Barcode Scanners O 2010 Rental Tracker Inc Overview Extremely Rugged Design b Withstands multiple 6 ft drops Multiple Scanning and to concrete Imaging Options gt IP 64 sealing rating to protect gt Allows short or long range against water and dust scanning of 1D bar codes optional imager supports 2D symbologies Field Replaceable Keyboard 43 and 53 position modular keyboard ft ea maximum versatility Display A P Large bright monochrome or color 3 8 inch 1 4 VGA display for improved ease of use and accuracy Power Removable rechargeable battery pack for a longer H Operating Systems life between charges FAN Choose to run Embedded Microsoft Windows CE NET Windows Mobile or terminal Fi emulation for legac
118. the equipment belonging to this Category Leave this blank to show items from all categories Equipment Range The range of equipment displayed in this report can be limited by selecting the beginning and ending equipment code Leave these blank to show all equipment As Of Date Items that are out on this particular day will list Order by Equipment If this option is selected the report will sort by equipment code Order by order If this option is selected the report will sort by order number Example Rental Tracker Pro Demo Company Rental Inventory Out Report Date Time 2006 06 1310 04 544M Page 1 of 5 Location LA As Of Date 2006 06 13 500020 ExaminingProductions Description Barcode Subrent Total Purchase Purchase Extended Oty Oty Date Amount 00414 ARRI EK PAR FROSTED KM LENS WPT TST 0010604 Subtotal 500937 PONS ARRIFLEX LIGHT 18 CTO faa 1 ee __OnS9 ARRIFLEX LIGHT Cro hon 4 omen _OTS9 ARRIFLEX LIGHT 8 CTO SA A S on RT FLEX LIGHT 178 CTO rong A Oo AR FUE GT CTO oe SE 1 ara CSC dSCC S S asma jaa DOUBLE SRA ra M HALF DOUBLE SORA OO A ET EE Reportfotal 544 696 21 ion Reports 2010 Rental Tracker Inc Inventory Work Sheet This report is similar to the Physical Inventory Worksheet It was made available outside the Physical Inventory module so you do not have to start a Physical Inventory process in order to print this report Department i
119. the order is marked as Stop All Billing Hold When an order is marked on hold the order will not appear on the Orders to Bill screens and reports The order 1s temporarily suspended from billing until the order 1s taken off of hold Stop Sales When an order is marked as Stop Sales any further sales charges will not be calculated NOTE The bill type is used in the RTPro logic when closing out orders When the bill type is changed a record will be written to the exception file noting the change the date and who did the change Salesperson This person in your shop that gets credit for the order The Salesperson will default over from the order to the invoice A revenue report by salesperson is available If the Require Salesperson on Order Header in System Setup is used this field will be required and user must select it to be able to save the order Daily Weekly When rentals are ordered they are calculated on a daily or weekly rate When selecting Daily or Weekly the Rental Entry Screen will default over with the value of the daily weekly price from the equipment table setup The Daily and Weekly can be changed for each item on the Rental Entry Screen Days per Week This is the number of days that the customer will be charged for a week The Days per Week will default over to the Rental Entry Screen Terms The Terms indicate the interval of payment that the invoice should be paid An example would be Net 15 Net
120. the production click on the il icon When a purchase order is attached to an order the most current purchase order will be MON Order Processing O 2010 Rental Tracker Inc carried over to the invoice when the order is billed Reports can be run to see the invoices and or orders attached to a purchase order There is some useful information at the bottom of the screen This information includes order creation date user create by the order revised date user who revised the order status billing status last invoice last billing dates and last invoice billed amount Billing status Billing status shows the status of billing for current order The different billing statuses are Billed Not Billed or Partial Billed Order status An explanation of each order status is given below Empty Rental and Sales items have not been ordered or checked out shipped No transactions across the order have happened Not Ship Rentals and or Sales have been ordered but not shipped Part Ship Rental and or Sales have been ordered and partially checked out shipped Shipped Rentals and or Sales have been ordered and completely checked out shipped Part Ret Rental and or Sales have been ordered and checked out shipped Rental items are partially returned Returned Rental and or Sales are ordered and sales are shipped Rentals are completely returned Schedule There is only a labor or space schedule attached to the order C
121. the rate that program charges customers on the weekend days Force Use Normal Rate If checked program uses normal rate for calculating billable amount no matter if the labor schedule 1s in holiday or not Force Use Weekend Rate If checked program uses weekend rate for calculating billable amount no matter if the labor schedule is in working days or not Billable Amount Explained at the end of this document Taxable If checked program charges the tax The tax type can be set from the Order level GL Account This field is required for the clients that are using Account Receivable module embedded inside RTPro It can be entered or selected from the General Ledger Lookup Notes Area Additional notes can be typed here This can be the description of job that employee should be done or whatever you want Note When the order is billed for the selected employee schedule program shows the invoice number and its created date on the top right side of the Labor Scheduling Detail dialog box otherwise this information is invisible Filtering area This section contains some filtering criteria such as Employee Production and Date ranges After filtering press Refresh button or F2 to see the result Note If multi location feature is used Labor Space Scheduling screen can be filtered to bring only those records that are related to the selected location Note Location filtering is only available if Labor Space Scheduling is used from
122. the scanner application and scan barcodes in the offline mode Then put the scanner on the cradle and send batch data to the program and finally post the data For more details refer to chapter 2 Batch Barcoded screen Enter Noncoded Items that are In Stock To enter the non Barcoded items that are counted click the Physical Inventory dropdown tab and in the Rental Physical Inventory menu select Enter Non Barcoded Items that are in Stock Physical Inventory Noncoded data Entry Screen will appear Physical Inventory Noncoded Data Entry Screen Equipment types that are not classified as Barcoded only and are within the specified ranges during physical inventory selection See PI Start Dialog Box above will appear on The Physical Inventory Noncoded Data Entry screen For each type of equipment to be counted the Equipment code and Description as well as the current quantities of items Owned Out on Orders In Repair Previously Counted and Difference will display Add to Quantity Counted In this column enter the amount of items that have been counted A negative quantity may be entered to correct amounts that are added in error Post Records After the counted quantities are entered they must post in one of three ways 1 Push the F3 button or al Inventory 2010 Rental Tracker Inc 2 Click on the Post Records button near the bottom of the screen 3 Click on the Action drop down tab and click on Post Records The a
123. the se price of the complete package main item with all its C Print weekly Price accessories Main items will be printed in bold and their f Print Daily and Weekly Price accessories in a normal format There are filtering options available that limits the records printed on the report Depariment Options Cateqon e Daily Price Prints a column showing Daily Prices Equipment Weekly Price Prints a column showing Weekly Prices Daily and Weekly Price Prints both Daily and Weekly Prices Department Shows only the equipment belonging to this Department Leave this blank to show items from all departments Category Shows only the equipment belonging to this Category Leave this blank to show items from all categories Equipment Range You can limit the range of equipment displayed in this report by selecting the beginning and ending equipment code Leave these blank to show all equipment Location If you use multi location features you have an option to select one of your locations and see the reports of equipment that exist there This is specifically important if the locations are using different currency hence different prices for the equipment Currency If you are using multi currency features you can select a currency While doing so you may observe a screen similar to the following example Example US Reports 2010 Rental Tracker Inc Rental Tracker Pro RTI Studios Acce
124. them click on Refresh button or press F2 There are some filtering criteria to filter tickets in this page The Repair Ticket List will only list those items that match the filtering criteria For filtering you must select one or more of these options and click on refresh button or press F2 You can use the Location Production Ticket Lock Status and Bill Status Order Create Date Begin End and Barcode fields for the filtering process When a user selects equipment program shows the Tickets containing this equipment Adding a new Ticket ul For adding a new Ticket after clicking on Add icon on Repair Ticket List you will be directed to the Repair Ticket Screen In this page the ticket information should be filled and after saving the ticket items can be inserted to this ticket Editing a Ticket For editing a ticket you must select the ticket on Repair Ticket List and click on Edit icon or double click on that ticket The specification of selected ticket will appear and any modification is possible for example checking out Repair Items Ticket header contains this information Ticket Create Date This header information displays the creation date and the time for a ticket Location If the multi location feature is used you can select one of your locations for your ticket Repair PO Here you should enter the purchase order for this ticket al Inventory O 2010 Rental Tracker Inc Authorized By Enter the nam
125. these dates to filter results by the activity dates Location If you are using the multi location feature you can filter the report to a specific location Example Rental Tracker Pro RTI Studios Rental Inventory Reconciliation Report Date Time 10 10 2010 2 04 40 PM Pa ge Tata Equipment Range 14000 Date Range 1 1 2010 10 10 2010 Location LOSANGELES a 15K a Head Current Quantity Owned Canes fe tom uti ae J From To Quanti seri res on rs ag oo Reine ADMIN fon ARO 4 1 Retired AD 00188 art oS Rire JON 548 a __ 4 CT Rtired Jenova hoos 622000 s C CE CO 100008 BARRO ET CA de ODA 25200 Transfer JONDVALL ooo _ 5 2010 LOSANGELES TORONTO 222 41 invada JAM JA E Aiwa ADMIN RR CSCS SSCS SCS 0 eee Tne From To Guanti AE Ee RS 2ST IRA CINDVALL OO OSANGELES TORONTO 223 23 nnn 0 AS Alma Freeroll l ome Piurrant Marante Murned Ds Rental Inventory Sold Report The purpose of this report is to print inventory items which are not returned by the customers and your company charges these items as sales You can filter the result of report by Production Earann E ange and the range of equipment and invoice i E Options oe Equipment Range You can limit the range of equipment F displayed in this report by selecting the beginning and ending Invoice Date equipment code Leave these blank to show all equipment Also it ero x multiple equipme
126. this report by selecting begin and ending stock Leave these blank to show all stocks Location If you are using the multi location feature you can filter the report to a specific location Example Rental Tracker Pro Demo Company Sales Inventory Change Report Date Time 2006 06 1811 36 254M Page 1 of 68 4D4 0002 PALM1 Trans Trans Create Vendor Notes Order Production otal Date Type Date POH Qty 50 00 2006 06 1 2006 06 18 p80 e Type Date PO te cn lle 2006 06 13 2006 0613 300588 COMEHOM LA 50 00 2006 06 18 2006 06 18 LE oe NETIC BALLAST EN Reports O 2010 Rental Tracker Inc Cost of Sales Report Shipped This report prints cost of sales for each product and its quantity for each order that is shipped as well as the total cost of sales for the selected criteria You can filter Department results of report by department category and stock Category date of sale location and currency First Stock l Options Last Stock Department Shows only the stock belonging to this Include Misc Items FF Department Leave this blank to show items from all departments Begin Date Category Shows only the stock belonging to this End Date 9 29 2010 Category Leave this blank to show items from all Paduan categories l Location Date Range Use these dates to filter results using the sell date of products You can leave e
127. through Order Processing Check Barcoded Out of Repair There are three ways for checking out Barcoded items from repair list 1 Select the check Barcoded out of repair option at the bottom of screen Color of Barcode field will be changed to yellow enter scan barcode that you wish to check out of repair 2 Double click on an item that you want to check out or highlight the row and press F7 Repair Information page will appear Select ChkOut Repair from Action menu or click Check Out item From Repair icon gt 3 Another way is to right click on item row that you want to check out select Check Item Out of Repair System will ask for confirmation press OK and enter the resolution description to check out item from the repair list Note After checking out an item from the repair items list the row of the checked out item will turn to green Note You also can cancel check out by right clicking on the item row and select cancel check out Check Noncoded into Repair To add Noncoded items into repair on the equipment column select the equipment code and enter in the quantity Note Noncoded items can be canceled from repair by using Cancel Checkin option from right click menu When selected program displays a dialog box and prompts for the quantity If the quantity is equal to quantity in repair the system will remove the line This is the same as entering in a 0 on the quantity column Check Noncoded Out of Repair
128. to making sure your entire inventory is added to the system is to make sure you remove your inventory from the system that is no longer being used Use the Retired Inventory Module to do that Click on the Retired dropdown and then select Retired Inventory or click the Retired Inventory icon on the Rental section of the toolbar menu Thru this screen retired records for both Barcoded and Non barcoded items can be added or edited and a retired item can be restored back into live in inventory Also you can see the transaction history for each retired item To see this list click on list View icon or select List from View menu Retire Barcoded Items E From the Retired Inventory Screen click on the Action dropdown tab and select Retire Barcoded Items or click on the Retire Barcoded Items icon The system will prompt you for a reason for this retirement The Reason must come from the Retired Reason table refer to the File Maintenance section Enter a Reason code or use the drop down arrow to choose a reason from the Retired Reason Lookup Any comments about the retired items could be written in Retired Comments filed The system will prompt you to enter the barcode number of the item to be retired When entered the information for this barcode comes over from the Rental Inventory Screen for reference purposes At this x point another barcode might be entered When finished click the Stop icon to continue with another op
129. to show items from all categories SOK XM Conce ile Equipment Range The range of equipment displayed in this report can be limited by selecting the beginning and ending equipment code Leave these blank to show all equipment Production Shows only the orders belonging to this given production Leave this option blank to show orders from all productions Project Shows only the orders linked to this given project Leave this option blank to show orders linked to all projects Subrental Vendor Shows only the orders with Subrental from the given Subrental vendor Leave this option blank to show Subrental from all vendors Location If you are using multi location features you can filter to show only the orders for the given location Leave this option blank to show orders from all locations Example aon Reports 2010 Rental Tracker Inc Rental Tracker Pro Demo Company Current Rentals Report Date Ti me 2006 06 179 44 11AM Sort By Equipment Format Summary Location LA ES Job Title Production Title Return Date 500085 _ Cooperstoun SES1 500022 PetsMar JEXPRO Exprestightng a h h ih This is also a report that lists the items that are nd als Elx currently out on orders It has a different layout with a E Format different columns printed 5 Sumay Batons Con El Delai pene Equipment ESE Summary Detail The Summary format lists the p
130. to show main items or those items chargeable for clarifying on the invoice In this example Show on Pick List as Main and Show on Contract should be checked The Show on Invoice box should be left unchecked Print Serial When this box is checked all serial numbers for this equipment code when checked out to an order will be printed on the Checkout Sheet and Check in Sheets Inventory There is a check box in this screen which is called Inventory if not checked user can define a rental equipment code as non inventory equipment Such equipment is equipment that program does not keep track of the quantity of them in the system So there are no Rental inventory and no Retired records for such non inventory equipment codes Changing an Equipment Record On the Equipment Screen equipment can be distinguished by different levels of filtering such as Department Category and so on Click the equipment type you wish to change Then click the edit button or double click on equipment type you wish to change and then click the edit button on the Rental Equipment Entry Screen Any type of the fields as well as any type of the default settings may be changed Functions available by right clicking on a equipment code line Inventory Items When users want to see all rental inventory items that belong to any equipment code through the Equipment Screen pick up a desired equipment type and select Inventory Items under Inventory
131. tracking the individual piece This would be for example glass items paper items or items with a low value that it does not really benefit having a barcode attached The non Barcoded method should be used sparingly One benefit of RTPro is the speed and ease of scanning a barcode Barcodes are a very important part with RTPro A barcode identifies you and your property A barcode can have your company name equipment code description perhaps your shop s phone number Finding the right barcode for your business is essential for security durability and integration with RTPro A barcode should be permanent If a barcode can be removed you have the potential of losing your item Next a barcode should be durable Barcodes should last through cleanings weather conditions heat and normal wear and tear A good barcode should be durable for proper reads by scanning guns Finally a barcode is essential to the integration of RTPro With the proper barcode scanning items in and out will be very easy If a barcode fails then it should NOT be entered manually For a rental business manually entering in a barcode is unacceptable Therefore selection of the proper barcode is essential to a seamless integration with RTPro software RTPro has included many state of the art features such as imaging field lookups flexible billing schedules and robust screen designs We have spent countless hours developing a powerful system to handle your rental business
132. use Receive All button to fill in the Qty Received column for all rows in both grids to the maximum value Reports Billed Sub rental Report The purpose of this report is to show the invoices that are created and billed for subrentals Report information comes from the Subrental Po Invoice and Production j Sub rental Po Invoice Detail screens Vendar Options ay UT Production Select production to limit report to show only invoices for this production Leave this DoE EE Begin Date zi option blank to show results for all productions Invoice Create End Date E Vendor Select Subrental Vendor or leave it blank to Forma print invoices from all vendors for selected PO fe Summary Detail PO You can filter the report to show invoices for the specific PO number or leave it blank to show all Subrental Vendor Invoices Not Paid This is a list of Subrental POs that your shop has not paid This will look at the vendor invoices that were manually input by your shop and will look at the paid amount field If it is blank then the record will print out on the report Also if the Amount Paid less than Amount records will be printed Billed Accruals This report will list the invoice cycles for the specified date range The report will breakup by Vendor and show the quoted amounts per cycle the actual Wendor OO checkout in rental amount the amount invoiced and the 0 amount paid This report is
133. you will receive the Notes proper error message as to why the item cannot be added to the inventory _ Enter o If you are adding multiple Barcoded items to the inventory the last Barcode Barcoded item added to the inventory will show in the Last BC section Exit OK Mode RF 5 2 2006 23 12 07 EURE Barcode Scanners 2010 Rental Tracker Inc Send Batch Data When user finishes his work in the batch mode and wants to send the EGQBIEE IIE Ean data to the database RTPro gives three different ways of sending the data stored in the scanner Send Data via Cradle Send Data via RF Send Data via RF Send Data Via To Existing Batch via RF Send Data via Cradle In this method the stored data will send to the computer via a serial cable RS232 cable Please see port settings for more detail for sending data You have to put the scanner on its cradle and make sure the cradle is connected to the computer and then press the button to start sending After sending the batch data RTPro gives you an option to remove the data from the scanner Send Data via Cradle Send Data to Existing Batch wia RF Clear Data Mode Batch 5 2 2006 23 04 15 Send Data via RF In this method the stored data will send to the computer via access point in wireless mode See RF settings for more detail After pressing the button RTPro will connect to the RF Server application and then send the stored data After sending
134. 0 2010 Location LOSANGELES Currency USD Episodic pa Date CougarTown___________ __ 8s 7ierzo10 7 6 2010 5200 00 A 5200 00 Coat Haetaan azan sn SR po 1 400 00 a E Ee A GS PS A F ___ e A 54 500 o S RIIIE IED E SU 591 44 CougarTown pe meoo O sie CougarTown 359 6 25 2010 7222010 S6 18000 51400000 TT 20 180 o0 in The Middle 347 6 22 2010 6282010 800 00 J 580000 i AA oeiee AAA A A Modern Fami EE Se ee St A 5116000 Made Fam eme pia E 400 iiodern ami emm Msz M 2000 Modern Family 330 6 17 2010 6 17 2010 5100 00 _ 5100 00 Modern Family 331 6 17 2010 6 23 2010 1 500 00 _ __ 3Sis0000 Modern Family 332 6 17 2010 6 30 2010 s1595 00 14 000 00 SOOT 825 00 15624 00 Modern Family 343f6 22 2010 6 28 2010 500 00 ___ ___ ____ ___ 500 00 Modern Family 345 6 22 2010 6 28 2010 sso000 __ ___l ____ ___ _ __ sso Modern Family 348 6 22 2010 6282010 100 00 100 00 Modern Family 350 6 22 2010 6282010 100 00 _ 510000 Modern Family 355 6 25 2010 7 8 2010 1 340 00 ses00 ____ ___ _____ ___ s025000 561 658 00 Modern Family 363 6 25 2010 7 1 2010 1 000 00 AAA 5100000 po Totals 17 675 00 58 802 00 17 000 00 74 00 576 750 00 116 44 170 184 56 Revenue Generated Reports The data used to reflect the revenue generated is ECO Le
135. 00508 Day 1d 160 00 210 00 EMPO3S 35 2009 00 000 M Ev 2009 8 30 00 4M dr 101056 Day 30m 160 00 210 00 WICH 25 2009 00 000 AM Aw 2009 8 30 00 AM 4622101058 Day lm 160 00 70 00 BUBTEST2 3544009 00 000 AM 3Ev 2009 8 30 00 4M 1315 000515 Day 30m 160 00 0 00 17d 22h me Start qe Rs vow often oraa NES Hoe pue RU 8 STO 3 10 2008 E O 00 Ab 341 0 2009 S000 4H 367057109000 Hourly 50 00 HE 00 YARD 3 10 2009 8 00 00 Abst 3102008 2 30 00 Akl 3670527115000 Hourly Ed 440 00 50 00 YARD 3414 2008 8 00 00 Abel 3 14 2008 8 30 00 4H 131552000504 Day 30m 550 00 400 00 YARD 3 15 2009 3 16 2009 131522000516 Hourly 1d 440 00 50 00 YARD 3 16 2009 8 00 00 Abt 3 16 2009 8 30 00 AM 131522000510 Day 30m 550 00 400 00 7d 8h 4 Calculation of Billable Amount The billable amount can be calculated for the different ways consider the following examples ES Labor Space Scheduling O 2010 Rental Tracker Inc 4 3 6 10 11 i 13 14 i7 la 19 20 i e 25 26 2 0 a1 Note For all examples please consider the following rates Hourly Dap Weekend Weekend Rate Rate Hourly Rate Dap Rate 0 00 160 00 25 00 170 00 1 Imagine your employee should go to work on 26 of March Program calculates the billable amount for the four following Bill Type like the following a Hourly Start Time End Time From Until Hours Billable Rate Weekend Calculation Type Rate 3 26 2009 3 26 2009 08 00 02 30 6h Hour
136. 02 09 25 BRETT FREEBERG Y O FreedamWWeekendAlot 500199 2002 10 19 Candisesaundes O J O O Dise Oe BRETT FREEBERG O oo o d U U O DirectLighting 500283 2003 02 76 frere Td Commercial 500280 2000 02 16 Dana Eudaily OA Commercial 00250 2003 02 185 Dana Eudail Y Commercial 500291 2003 02 165 Dana Eudaite O commercial 500292 2003 02 16 Dana Eday O O OOOO O Checkout Check in Quantity Report This report will print the quantity of items that are checked in out based on the criteria entered System manager can use this report to detect the amount of activity in the office s Parent NOS Options Production Parent Select the parent to limit the report to only Date From z productions for this selected parent Leave this option blank to ETET 11141 show purchase productions from all parents Locali Production Select the production to limit the report to only iz orders for this production Leave this option blank to show all productions A OK X Cancel Elis P Hep Date Range Filters the Checkout Check in transactions performed between the given date range If begin date is blank 1t will include all the transactions performed on or before the end date If the end date is blank it will include all the transactions performed on or after the begin date Location If you are using the multi location feature you can filter to show only the orders for the given loc
137. 070 O B0000 YESMAN es Production 516 2008 630207 0 O 600008 YESMAN Yes Productions 51 2008 4 75 2009 O 600010 YESMAN res Productions 5 23 2008 O 6000 2 YESMAN Yes Productions 5 23 2006 4 15 2009 O 600014 SOAP MBC Studios 4 26 2008 4 15 2009 O 600015 SOAP MBC Studios 53 2008 4 75 2009 O 60006 YESMAN es Productions 5 28 2008 4 75 2009 O 6000 YESMAN Yes Productions 5 26 2006 4 75 2009 O 600018 HAUNTING Cinebridge Productions 612008 O 60001 JACKSON Jackson Photography 1227007 O 600024 SOAP NBC Studios 5 2 2008 4 75 2009 O 600025 SOAP HEC Studios 5 9 2008 4 75 2009 Include All Exclude All wf OK x Cancel z History 2010 Rental Tracker Inc 256 History 2010 Rental Tracker Inc Chapter Understanding the AR menu layout In the Account Receivable module users can manage the payments received from customers and apply each payment to one or more invoices AR module also provides the information needed to tighten the control over customer s accounts This module may be used as a standalone module or interfaced with the General Leger or Invoicing section Note Each payment can only be applied to invoices from one customer Payment New Payment a RTPro s New Payment section allows users to add a new payment into the system To run this feature select New Payment from Payment menu or you can accomplish the task with a single click of a toolbar icon Definition of New Payment fields Product
138. 08 ALCOHON h 52 ALCOHO a 52 205 DOC ALI k 584925 ALCO k SOS ALC 4 4 B45 B465 VAHID E BANDAGEJALL BA BETADINE BETAD amp BETADINE 16 aNG Sales Bock Tres a Discount 2740 Tax Shopang Method ee Order 310802 Production MIPTUCKCRE CELESTEGALLERY WIPTUC ng ts Order Processing 2010 Rental Tracker Inc Sales Stock Tree In Sales Order screen Sales Stock tree is invisible by default it can be opened by clicking the Drag Drop item from Goto menu or by pressing F3 button In this tree a list of all sales stock items being sold in the company s warehouse can be seen This list is arranged in three levels to show Departments Categories and Sales Stock Codes To add one item or more to the sales list drag items from Sales Stock Tree to Order List After dropping an item into the list cursor will stop on Ordered column The quantity can be entered or you can accept 1 by default Sales Stock Tree node s can be shown by Codes description or both by user s choice There is a refresh button to update list for latest changes You can search this list by code or description To continue searching just press F2 after first search List will search from current position to the end Order List Items that are ordered will be shown in this section Here sales stock can be added by typing their own codes or selecting them from the drop down list in
139. 1118126 30104425 100244 2006 06 14 500949 03 01 0006 10 06 eo RENO E 0118 p556 680 00 17 076 40 53950350 A A a EOS 12076 40 11 18126 620 547 86 Invoice List by Production The Invoice List by Production report prints out a list of EMMA P invoices across a single or multiple productions for a specific ja 5 date range with price breakdown of each invoice number You ic l may separate such report by job component when check a marking the checkbox If your company is multi location or Date From z multi currency you can also choose Location Currency or both T to filter the report Rental Tracker Pro Demo Company Invoice List By Production Report Date Time 2006 06 11 4 06 11 PM Page 1 of 1 Production CONCH Currency US CONCI Concept Lighting Cooperstown Hall Of Fame Date Toots2 2008 08 27 SAA O EE mm HE 411 161 26 91 044 26 1002441 2006 06 11 50004 E EE 636 543 00 17 07640 11 161 26 630 647 86 Invoice and Credit Memo GL Distribution The Invoice and Credit Memo GL Distribution report prints out a report of each invoice credit memo with a breakdown of each GL transaction for that invoice The From Dado options are by date range and payment type To Date Invoices to be uploaded Payment Type If checked uploaded invoices will be listed in the report Invoices to be Uploaded 7 con f a te Billing 2010 Rental Tracker Inc Rental
140. 2 button all rental kits in the inventory will be listed Note In the Rental Kit List screen rental kits can be added edited or deleted Double clicking on any record s row in this page will open the Rental Kit Detail screen and the content of each rental kit can be reviewed Refer to Rental Kit Detail Code Identify the Rental Kit with an alphanumeric code up to 10 characters in length Description An alphanumeric description up to 50 characters in length 1s used to title the Kit As several kits may be similar it is suggested that the description used is a way to tell one kit from another As with the equipment descriptions something that can be easy to find and easily recognized by all members of the staff will be helpful Save Price It is possible to charge a different rental price for a type of equipment when it used in a package as opposed to its regular rental price Pricing adjustments can be made to either Daily or Weekly prices of the equipment codes used in the Rental Kit Check the Save Price box to save the pricing structure of the Kit Department This filed is the identifier for the department of each kit Location This field is allocated to specify the location of each rental kit Sort Order By choosing different numbers in Sort Order field within Rental Order Screen rental kits will stand across the order list respectively f Inventory 2010 Rental Tracker Inc Rental Kit Detail To add or make chang
141. 2008 Shipped 420 MIZAR 4167 12 13 2006 12 31 2008 Shipped GRIP STANDS 4281 12 18 2006 642 2008 Shipped Costruciion Bags Duration 4873 1 16 2007 1223 2008 Shpped 1K BAMBIMO 5418 2 3 2007 7 10 2008 Shipped STAGE ROLLOVER 5432 1 31 2007 7 10 2008 Shioped MAIN Lx STAGE G 5433 1 31 2007 7 10 2008 Shpped MAIN Lx STAGE H 2291 11 1 2007 12 31 2008 Shpped 4 Generators 1700 AMP 8 8 8 8091 111042006 1 19 200 Shipped PEG TRE 122 TEMPLATE COPY ONLY S003 5 4 2007 F 11 200 Part Ret MAIN Lx TRUCK PACKAGE 10735 6 12 2007 71114200 CITANT AI 1 Shipped MAIN Lx CONSTRUCTION POWER 2 Order Processing Reports These reports are available from Report menu of Order Processing Screen Quick List This report will list all the equipment ordered for the selected order Quote Sheet Quote Sheet will print the rentals order sales or both This report has several options to print such as Rentals Only Rentals Only Current Weekly Price Sales Only or Rentals and Sales and summary or detail A customized footer section can be printed at the end of the quote sheet To modify the footer section refer to the Administration system setup section Summary or Detail Summary will not print out the equipment line items instead it will just print out a totals recap Detail will print out the equipment line items Print Rental Line Item Prices This option is available when a quote is printed in Detail Using this option will pri
142. 237 2004 02 07 Vinnercom 2 2004 02 07 43 00 SubTotals 45 00 100182 2003 08 27 7 I T SS l 2002 09 20 2003 08 28 5416500 100238 2004 02 07 Commerc Tee o C J ee 100240 2004 02 07 United Rentals 2001 05 09 2004 02 07 410 00 SubTotals 4152 00 Report otals 1 O16 2356 65 ECM Billing 2010 Rental Tracker Inc GL Distribution Sorted by GL Code The GL Distribution Sorted by GL Code report prints out a report of the GL activity for each invoice sorted in the order of CX GL Distribution Sorted By GL Code el x the GL account The options are by date range GL range and pete ee payment type This report contains GL account description Hai th El invoice number date production code and amount GL Code Range Payment Type y Location E Currency wf OK X Cancel Elie Heb Rental Tracker Pro Demo Company GL Distribution Sorted By GL Code DateTime 2006 06 1211 07 104M Page 1 of 2 Location LA Currency US lec Den moze owe uc Amount ei Ua 46500 Total Payment Received Report The Payment Received report prints out the cash payments SSeS P entered in on the invoice header for a certain date range You can filter this report by payment type production location or From Date 571 200 currency The report sheet contains the production title creation To Date date invoice number amount and description 10
143. 27 30 Rental Checkout Barcoded File Transaction Help Order 500880 lt EXPRO1 gt Barcoded Subrental Barcoded Vendor Equipment TiserialNo Barcode Exit OK Success ORD 6 OUT 4 REM 2 Mode RF 5 3 2006 03 31 02 Serial Entering this field is optional so if you have the serial number of this item you can fill it in here Barcode This box will show the scanned barcode In addition you can type the barcode manually in this field and press the OK button or easily scan it with scanner trigger button E Barcode Scanners O 2010 Rental Tracker Inc Checkout Noncoded In this screen user can checkout a Noncoded item If you check in a sub rented item then checkmark the Subrental box You can then limit the Check in to a specific vendor by entering the Vendor code Upon a successful checkout program displays the message Success followed by the equipment description If there is an error when checking out this equipment program will display an error message in red Order The Order number you are working with Last Equipment The equipment code of last checked out item Last Quantity The Quantity of last checked out equipment Subrental Check this box if you want to checkout a Subrental item After check marking this box you can fill in the Vendor code Equipment The Equipment code of the item that you want to checkout Quantity The Quantity of this equipment code that you wan
144. 298 Fant GHECKOUL SAO CL SAR hes ee ed A eo ee ee oe ere he 299 CUITENEVVECK COU aC S ise ore A poe ete ae ins 299 CHECKIN Barcode LE tte ss dcr 300 CHECKIN INONGCOO CO iii D PS D tia veleneaner detent 300 Cancel CHECK IN Barcode nieta dida diia semana 301 Cancel Checkin Noncoded 0 0 0 2 1 cccccccecececcececeecececeeneaecesecneneaeseceeneaesesesneneaesesnetaesenesnentaeaes 301 MASS CHECHEN iiss uiacs polseenahies ice teisanedensasaadenseriada a derniere 301 Mass Noncoded Detail Information iiiiiiiiiiieeeecernecerececeeeceeeeeeneeeeeeseeeee 302 Mass Check in Noncoded Information ccccceceececececeeeeceeeeceeaeceeaeaeceeaeceeaeaeeeeaeeesneaeeneaeeeeaeeees 302 Pint Check in SOT iia is A e a E de Cita Rana A a e dl 303 Curent Week COMrACIS iia ti A ne teste an rite 303 SUD SAIC S ER LR Re pace a A dde tue ane die da de te 303 cancer SIND IMC IN SE ES Ne tice een detre a le AA le an Ar Lie 304 PURE CNECKOUL SAC ennemi Rennais 304 A O O PEE A Se nee 304 QUO ee o E O 305 FAV SIC GPA VOM sata lc 305 VOW TAG OC nn a ai lil lol 306 PR ANC OOE Mele tsa Marcio tc a ec aa i en Seca atlas ee esa yates e a a i E 306 SONO i A A ee ia 307 WO MON EE DRE O ee ae ne do eT a ie 308 Optional ACCES SONS Si e cielos 308 HOWTO ROD A Linh bate au AE 309 WN ANI OO Teen n iaa 309 E ie a Dh A A ek Nt eA Shh Ns 309 SENDON token ec eat NN ete 309 Set the COM Port on the Scanner cccccsscccsseeccsseccesensuscnsusensuscsusessusessusensusensuss
145. 2k PAR LENS CASE LIM AMILEO215 0001 LE 1 aS 5 37 iF 54611 POs Across a Project The purpose of this report is to print all the purchase orders fey act p x across a project Option Project It is a required field and should have a value Subrental Return List The subrental return list is intended to be given to a worker EEMAELEN Sa who would receive or check in equipment which has been E Cudes B is poe se subrented across the criteria selected The report will list the Complete List equipment according to sub rented quantity the quantity of C Remaining Only sub out and sub in items and quantity of sub items that are still out and also a column embedded in the report for the worker to write how many items returned POR Project Py l Department Complete List Complete List will print a full list of arent equipment whether they are returned or not Rental Categoy El i xj Remaining Only Remaining only will print the spa 7 remaining items that are not returned p gt Option Consolidate Noncoded Items across Orders m Print the sort order by department or by equipment Double Space code This option will group and sort equipment by Equipment Code or Department EX Reports O 2010 Rental Tracker Inc Vendor Select Subrental Vendor or leave it blank to print Sub rentals from all vendors for selected criteria PO
146. 30 Terms are validated against the Terms table Production Type This field identifies the production type code You can type this code or select it from list Project The purpose of this field is to link an order to a Project A project can span across orders which is linked to different productions An example of a Project would be the Winter Olympics If there is several production companies with orders for the Winter Olympics by designating the Winter Olympics as the Project all orders can be linked to this Project This would enable you to see all of the orders related to the Winter Olympics A revenue generated report is available to run against the Project The project field is validated against the Project table in File Maintenance module Job Component This field indicates type of equipment that will be added to an order like Visual Effects or Lighting Package Customer Notes This area is put aside for notes which can print on an order header section of some reports like Quote sheet or Pull list Print Notes If the customer s notes should be printed on customer reports then this field should be check marked Purchase Order Multiple Purchase Orders can be linked to an order Click on the to add a new purchase order A Purchase order screen will appear A purchase order can be entered or selected from a list of purchase orders attached to the production To select a purchase order already created for
147. 4 2008 Part Rel 24995 11 24 2006 11 24 2008 Shipped he 24996 11 24 2006 11 24 2008 Part Ship FP 24997 11 24 2008 11 24 2008 Pan Ret F Browse Check in Across Multiple All Orders an RTPro allows selecting multiple orders for check in This option is available across all orders To begin the multi order Check in process click on Order Processing module and press All icon located on the header bar When All icon is pressed Check in All screen will come up with some filtering criteria such as Job Component and or Project and or equipment code In this screen filtering orders is optional If filtered then the orders with items out based upon the filter criteria will be displayed Note If filtering is used in Check in All screen then the top grid on the Rental Check in Screen will be populated Note The batch download option is not available from the Rental Check in Screen a Order Processing O 2010 Rental Tracker Inc Checkin All Select Orders RTPro Demo Company y il ia E loj xj File Action Search Yiew Help L savy c f Show Only Orders with ltem Out Include only Orders El having this Equipment Cu Refresh F2 Y Include All F3 EE Checkin Screen F10 Show Al Orders Project Job Component 3465 12 14 2006 62 2008 Palt Ret Main Grip Pkg J99 11 23 2006 6222005 Pait Ret Studio Ltg Package 4164 12 13 2006 12 31 2008 Shipped 4 EINO FLO 4166 12 13 2006 1 7
148. 4 Browse Order tt 60000039 Production 20287 SPARKS PRODUCTIONS Sub renting Items To subrent equipment position the cursor on the equipment line on the Rental Order Entry Screen and press F5 You can also select Subrental from Subrental menu In Subrental screen enter vendor code and purchase order and quantity to subrent Most of the fields have default values but you may edit them It is possible to subrent equipment codes from multiple vendors From the Rental Order Entry screen the SubOrdered column represents the quantity of subrented equipment Note If the order is marked as an inventory transfer order subrenting items is not allowed Note Users can unlock lock the vendor side and unlock lock the customer side under Action menu Vendor Purchase Order Purchase Order can be selected from Vendor Purchase Order Lookup or a new PO can be added To add a new PO click on the drop down and click on the add button Enter in a new PO number or the system can be setup to automatically assign the next PO number Subrent Misc items Miscellaneous items can be subrented too To subrental a miscellaneous item press F9 or click on Subrental Misc item from Subrental Menu The Subrented column on the Rental Order Entry Screen in miscellaneous section represents the quantity of subrented items a Order Processing 2010 Rental Tracker Inc Note If the subrental pricing differs from the Rental Order Entry equipment pricing the exten
149. 41T otal 24 00 A amp MBProductionservices Total 44 00 Report otal 44 00 Sales Summary By Month The Sales Summary by Month report prints out the sales summary of each production based on separate months It gives the total value over a full 12 month calendar year o Pod A Select Production and enter the Year to review the summary Year 2007 Sales Summary By Month RTPro Dema M Cancel El Lis Rental Tracker Pro RTPro Demo Company Sales Summary By Month Date Times 1119 2007 2 27 35 PM Page 1 of 1 Productions ACh lt gt Total 131 323 585 ia Billing 2010 Rental Tracker Inc Chapter Purchase Order Module In this module you can keep track of the Purchase Orders your company issues to your vendors for purchasing or sub renting equipment You can create purchase orders from the Rental Inventory or the Order Processing modules To access this module from main screen of application click on the Purchase Order button Subrentals Subrental Purchase Orders poze UE This section is for handling Purchase Orders that are issued for subrenting rental orders Subrental Purchase Orders List screen In this screen you can observe a list of all subrental PO s After selecting Sub rental PO via Subrentals menu you will see a blank screen with several filtering options on top portion of the screen Filter the list by PO number Production Vendor or if your office is mul
150. 45 01 AM Page 1 of 1 Sending Locationic Equipment Description 9 FULL DOUBLE SCRIM er 2 35 FULL SINGLE SCRIM rr 29 HALF DOUBLE SCRIM 29 HALF SINGLE SCRIM pane Reports 2010 Rental Tracker Inc Sales In Transit Report This report displays transfer orders where the receiving location did not check in the items yet The report contains Sending and Receiving Location Order number Shipping Sending Location T Date StockNo StockNo Description and the Quantity Receiving Location Options Sending Location shows only the results of selected Shen Els Sending Location Leave this option blank to show all the original Locations E sales In Transit Report RTPro Demo Comi al P x Oo Receiving Location Shows only the results of selected Receiving Location Leave this option blank to show all the destination locations StockNo The report can be filtered to print the requested stock item that is belonging to the orders From a look up table that appears you can choose the stock that you want You also can select multiple stockno To do this click on list icon in front of StockNo and select each one you want to include in report Management Reports Order Log Report This report prints a list of orders based on the criteria entered It prints information such as Production and Contact information for the each order The report s result Include Orders in History
151. 5 446 935 25 Sabes 3 Hieno Haro Ho w fon Shipping E 1200 00 4200 00 200 00 TA SSS 00 ALERT 1534577526 RIOJA 750 7 A Upload Date Upload Batch Editing the Rental Subtotal If invoice 1s a Draft unconfirmed invoice you can edit it from Invoice screen Click on the Edit Rental Subtotal and enter in an amount The system will roll the calculation back to the line item details To Add Charges To add a miscellaneous line click on the on the lower section of the screen A screen will appear prompting for the following Description This is a description of the charge For Example Additional Rental Charge or Discount GL Account The GL Account is required To select a GL click on the drop down list Taxable If tax should be charged then check taxable Even if the charge is taxable production must be setup as taxable to use this check mark Subtotal Enter amount of charge The billable tax and total will automatically calculate Click OK to save Once totals are adjusted click on D button a lock reference will show above the summary section To edit totals after lock 1s set re click on D button lock reference will be removed from the invoice Use calculator El to recalculate invoice totals Note If your company use AR module when adding charges to the invoice selection of Rentals Sales is required Printing an Invoice Draft From the invoice header screen there are several printout opti
152. 59 Changing Payments CLUS aiii 260 LORO CLERO scire he ae E ies at a tat es acta ieee danas shade na ne ss Rein 261 Creon MOMOLIS AAA ts saree a can he ota nb sain nc tienne 261 FSS OOS A denied laine a tan ee e lieu ir 261 FFOQUCHON ACCOUNT TG CNY asia da lira sois 261 FANE Statements DY Producton ple 262 Prnt Statements DY RATO cies ieee pe oil 264 PAGING SUMMA hots srt cote Sele sealant SN a agate Ses 266 Ading Detal DY FTO OUCH OM san tessa vad anni sue A tap toutes taeda eet 266 Aging Detal DV OAO ci 267 Aging Detail by Billing N ine 1cccccccceccceecueccusccusenusecunecusecusecueeseusneusseusacusacenscusenasenanes 267 Payment Received By Date cccccccseccseecnencneueneueneusneusneusncusncusncusscusscueesausseusneusnensnensnes 268 Payment Received BY TYDO cccccccsccesccusccusccuscsuscsuecssecseeeseeeseecssecsoeeseusseusseussousneusnensneusses 269 Ud F AVIMGIIS saris 223 yao E o r nase iene een teas 269 FROTUTIG AG OS UNTO IN casts oc tase er sea ee ta A A a de 270 CAS ROCOIDIS a Nae ere a a a ee ee en 270 Cash Receipts Journal Summary ccccscccsseccsseecsusessusessusensuessesessusessusessusssesessusesesessusesaass 271 Cash Receipts Journal Detail 272 C stomers Sales SUMINANY its a A A AA nl A did 272 AR CUSIOMIOT BIANCO O ane die A AA tre else Pantie li 273 LABOR SPACE SCHEDULING nn cocino conocio nono nono nono no nono no nononrnrnnnno nene n rro none nr narrar 275 PADS MM o e OY er er e e A ee 27
153. 6 EMPIOYES Hada daa 276 DEUDA MAUI e De dt 276 SACO E o AAC PP O O O o eee Gas ata ee a Gaede eta ass 217 SACOS IYD I ADI Caeser o A 217 CMG CUMING eet cece age hele seek eat ata E 217 EMPIOY CE SCOTIA a o EE 277 Space SCH QUINO se a a a tn cl eek eee Gene 281 Lapor opace OM a ie ci E 283 Calculation of Billable Amount ii a a n ae aea 283 Calculation of Billable Amount using Force Use option 286 RODOM siaaa a a aae ar a a A a beso 286 Labor Space Scheduling REPOLT ccccccsccccseeccscecsusessausccssessusensusensuseasuesausessusensusesassansess 286 Lapor SD aCe CORTICE REDO annaa o da dea 287 BARGODE SCANNERS aaa a di 289 Barcode Scannel S serra r ed nd O 290 A e apace ee dd ee nn 290 ES AAA NI Weapenn as ge date soda wasaanetsacaa saa deudesat Pees Gaesteadioadaanas TE 290 A tone rides bn nn dass nine 290 SS SA 291 Sn 291 CONNECHONS 3 cian lei e dc li tii ia ic 292 E A A 292 ENE A dur de ie 293 PALS OLY OA DER Te A teetate 293 TO ION RARE RE ue iat ORE SIERE SA ANA RIE SOE E ANE E en 293 MC9000 Scanner ee 294 OV OC ea O O e a a de 0 294 MAATO AAA EE TE E NE EE A 294 PE A A A EE fa tan ee D ae ee D OU di 294 RF Soling orsa rs a ae i OR 295 SOUNG SOMING oeron an aa a e Don a he ep es 295 POM Sell oiea ee Do R le Det 296 Ceco Ba COLO sl eli ae a eN 296 CHECKOULINONCOG CO rl a e De tn 297 C ncer CHECKOUT Bal GOO CO ur a a e O E 297 Cancel ChecKoulNONCOGCO RS A EI MR sa 298 Mass ENEE UA nine A rt
154. 6 MIES EJ 86 A 486 86 11 Sml Video Pro PlusBank 8125 18000 22 O O O O EL 7232 19288 8072 2821 1132 4163 A3 51822288 568 54830288 546 83886 518 86 80 234 Reports 2010 Rental Tracker Inc Projected Equipment utilization analysis E Projected Equipment Utilization Analysis RTPro Demo Company This report prints Projected Equipment utilization analysis You should enter kits to include in the report Include kits in results or Criteria by pressing Kits button choose kits and enter its quantity then press OK RevenueBegnDae D button to filter results using criteria RevenueEndDate Options PRG Diets El Suppress Accessories D Location If you are using the multi ee TE location feature you can filter report results Later F to a specified location E Revenue Date Range To filter report results to show only records between dates use these options If only begin date is entered system includes all records after begin date and ignores all records before sa Y oK x Cancel El List ua that date If only end date 1s entered system includes all records before end date and ignores all records beyond that date Projection Date Enter projection date Currency If you are using the multi currency feature you can select the currency to print values for it Suppress accessories If you do not want to include accessories in
155. ACKET COMT space e ne een taie etienne 30 Email to Rental Tracker cccccccscccsecccececseeceeeecuceceeeceuecaueeseeeeaeeseuecausecueecueseuessusesseessueseueeseeessass 30 Baten Barcoded SCC Mig RS cere ee dia lisis 30 SETTING UP RTPRO ara ada 33 AGMmIRIiStration MOG UIC sc da ed 34 SECU Se UD ea a a e dented micliate otal omen tate A wae tepecenie 34 SV SCTE SOU asec stews ees esses eee 34 A ete ee ee ees 34 SAWING Tandil TR EN RM p aa 35 A O tae A seen ce lo ne ee 37 EQUINA E S 39 GEO Ta a a id ieee alee eee 39 Se MAA A ies ete eek es a a 41 Subrental Lab prosas leido slo doi Sl 41 MISC A A a eu 42 BIDO B enna te etcetera ey ed Pere 43 NVOICO Mat dd ld ee en ee eee 43 A 44 El eee bec de notes net ei nee sine 45 tanguage ADO a A A aa 45 VETOSIATON LA besoss 45 USEF SCUD rt E ages seca date ad eee encres de eg 45 SECU SOUDE RM ee Unes cn ne eg eines 48 A RE a nn E ec cerner Sie ee E nn 49 MAIS RS Ne A mette 49 A RSR RAR A NE RS AR RS En 50 FOLIC OY saeco ota ER A A A mecs hs 51 A A E 55 G9 8 Ce 6 Ree RN Rare one Eee eS Tee A oy REC ee 56 SS e eee AEEA 57 A A ts ne eo A 57 Billing Schedule Templates tisdale 58 Biling Schedule Codo S aieeaa A A o A 58 MOVO eam ee ARE 59 Move Order to another Production VV 59 Move Production to another Parent 59 MOV ISO Y ris a O E A O a E E 59 MONTENO MOSS a E A er 59 FILE MAINTENANCE currar 61 Introduction to File Maintenance iii 62 MENTOV MENU nn A A is 62 Locatio
156. Barcoded Equipment utilization Report by PO This report shows how often Barcoded items have been HERE Aa rented Utilized and how much revenue these items have generated against inventory attached to a PO You Equipment A ange O 0 Uticeson Ony M should select at least one PO to view this report To ff Summary Options Begin Date 102172007 C De Equipment Range You can limit the range of EndDate 11 20 2007 equipment displayed in report by selecting begin and ending equipment Leave these fields blank to show all equipment Date Range To filter report results to show only records between dates use these options If only begin date is entered system includes all records after begin date and ignores all records before that date If only end date is entered system includes all records before end date and ignores all records beyond that date Entel POs teparsted by comma PO Enter Purchase Order numbers here to filter results of report by entered PO numbers You should enter at least one PO to include in report 0 utilizations only If you want to see which items in your store which were never rented check this checkbox Report Format You can choose to include more details in your report by selecting detail or include less information by selecting summary Example 244 Reports 2010 Rental Tracker Inc Rental Tracker Pro RTI Studios Barcoded Equipment Utilization Report by
157. Checkout Screen You can also get into the Rental Checkout Screen by pressing F5 on Order Processing Screen Checkout Sales This menu item opens the Sales Checkout Screen Items can be shipped Not Shipped and Returned to the selected order This screen is also accessible by pressing F6 on Order Processing Screen Checkin Rentals In Order Processing Screen items can be checked in across a production F8 ex an order F7 or by parent company Change Checkout Date This function allows the user to alter the rental check out date time in an order This function is helpful when items are checked out by mistake on the wrong date or time The system will prompt for the previous date and time and the new date and time Change Check in Date This function allows the user to alter the rental Check in date time in an order This function is helpful when items are checked in by mistake on the wrong date or time The system will prompt for the previous date and time and the new date and time ET Order Processing 2010 Rental Tracker Inc Change Subrental Vendor The purpose of this option is when a user wants to change a Vendor to another Vendor for the Currently Change Subrental Yendor RTPro Demo Compa x Working order on the Order Processing Screen This EE ET B option will be available under the Process menu The vendor can be changed only when an order is selected Existing POH on Order Processing New endor 7 y
158. Code Name Password Remote Days Rentals Sales ae Per Week Discount Discount Alek 100 Andrea Leverton wee OE CINEGUIF H a data TORONTO Anna Popio TORONTO E BOUGAN Brian Dugan E E 100 TORONTO a 4 Browse To Add a new user Click on a icon from User Setup Screen The User Entry Screen will appear Enter in a User Code User will use this code to log into RTPro It is a good idea to use user s first name for this code Fill in User Name and choose a password The password will not be viewable From Departments list you can select single or multi departments that user is permitted to have access If your company 1s multi location there will be a list of locations available select location for this user from the locations list Each user can be linked to a specific location or locations This option will ensure that user only can check in out inventory items that are linked to authorized locations Each user may have permission to add discounts to rentals or sales It can be defined here If these values are zero user cannot add discounts User also may have permission to change Days Per Week for rentals this also can be set here Checkmark Force Password Change will force users to change their password on first login As the manager of the system if you want to disable a user temporarily from accessing application you can checkmark Inactive checkbox RTPro has an ability to
159. Company Tax Liability Report DateTi me 2006 06 12 33 43 hd DateRange 2006 06 18 Format Summary Location LA Currency US Code Description Sales Rate Tax Rentals Tax LL E E 2 7 SAA IS soo OO 532318221 1105 ee a a a ER gt 7 ReportTotal 409 60 35 72 10 976 12 632 084 60 904214 38 35 72 Tax Liability Report Tax1 Tax2 Rate Break Down A report listing the taxes collected are broken down by Tax rates The information on this report is gathered from the confirmed invoices E Tax Liability Report Multiple Rate RATAJ ES Options Format Summary prints one summary line for each tax type Detail prints one row for each invoice Sort By Specifies the sorting order of the records on the report You can sort the report by Location Tax Type Invoice if detail format is selected Date Range Filters the report to the invoices created between the given date range If begin date is blank it will print all the invoices created on or before the end date If the end date is blank it will print all the invoices created on or after the begin date Location If you are using the multi location feature you can filter to show only the orders for the given location Leave this option blank to show orders from all locations Currency If you are using the multi currency feature you can also select prices
160. Enter in the translation name Checkmark Partial Match if you like system to change any occurrence of the word in any phrases For example if you like the word Production change to Customer in Production Type checkmark partial match and put translation for Product as Customer If partial match not selected then Production Type will not change Note Screen icons that defined as an abbreviation can also be changed Note Translation is case sensitive and user should care about case of words User Setup a RTPro is a multi user system It allows you to create IDs for multiple people to use the system This will give you a control on what features and functions an individual can perform Initially when a new user is created they will have NO rights throughout the system As each person s job is defined then the user s security can be modified to fit the business Besides creating IDs for multiple people RTPro is able to define a profile in the system Profiles will be described in the system and can be similar to a single user When clicking on the user icon a list of all users who are setup to enter into RTPro will be displayed on a listing In this list all inactive users show in red profiles in yellow and active users in white ae Setting up RTPro 2010 Rental Tracker Inc rE User Setup Screen RTPro Demo Company Oj xj File Search View Record Help A AVY 8 e star Force Force Min Mais bian
161. Fill the text box with the proper quantity you decide to checkout or cancel and then press the OK button If this task was successful the application automatically shows the next item in the list Ordered This is the number of ordered items from this equipment Out The quantity of items checked out to this order for this equipment code To go out This is the number of items remaining to be checked out from this equipment User can enter a value here This will be the quantity to checkout or the quantity to cancel the checkout Mass Noncoded Detail File Transaction Help Order 500880 lt EXPRO1 gt Vendor Last Equipment 00265 Last Quantity 2 Main 00005 Code 39040 Desc 100A 220V F BATES TO Ordered 114 Out O To go out 114 ss Prey Next Exit OK Success Mode RF 5 3 2006 03 16 36 Order The number of the order you are working with You can see the name of customer in lt gt block in front of order number EC Barcode Scanners 2010 Rental Tracker Inc Vendor Represents the name of the vendor that you sub rented this item from Last Equipment The code of the last checked out equipment Last Quantity The number of the last checked out equipment Main This is the main item code for current equipment Code This is the equipment code of the current item Description This is the description of current equipment Print Checkout Sheet From this page you can print t
162. HMILAOO0S He LAGOS 18 HMI FRESNEL LAMP 1 1 2 o E HMILA001 0 HILADI 0 12k HMI FRESNEL LAMP 0 O 3 o L MAG E 8 0030 MAGBADNS0 12 HMI BALLAST 0 O 4 op L MAGBA0005 hMAGBAONDS 12 1786 HMI BALLAST 1 1 5 o L HMLACOOS Hi L CON 5 12 18 HMI BALLAST FEEDER CABLE 1 1 6 op El HMIHE 0010 HMIHEOO10 A GK EXT 30 2 2 E o Tr SCRIMOD0S SCRIMOD05 1 1 8 11 L SCRIMOOE SCRIMOG40 2 3 Li SCRIMOD0S SCRIMOS35 1 10 O SCRIMODOS SCRIMOS30 1 11 LN SCRIMODOS SCRIMOG25 1 12 O GELFRODDS GELFROQUS ji o 13 o M GELFROOZO GELFROD0 D 0 14 o if Also with this feature you will find ine spon to include the linked equipment automatically in both ordering and checkout f Inventory 2010 Rental Tracker Inc Adding Equipment to the Accessory List An equipment code that has accessories becomes Main Code and will be shown in bold letters on top of the Accessory List screen Also a list of products that are relevant to the Main Code as accessories will display on this page From the Equipment screen highlight the type of equipment that you wish to be the Main Code Access the Accessory List by hitting the F7 key or click on the View menu and select Accessory or click on the a Accessory List icon on the toolbar From the Rental Equipment Code Entry Screen the Accessory List is available from the View dropdown tab and its icon is on the toolbar To add equipment as an accessory from Accessory List screen click the plus sign In the Accessory Cod
163. History and move it to live area Date Created 2003 08 27 Created By ADMIN Note You may be able to go to Invoice Screen by double clicking on the selected invoice from Invoice List screen ET History O 2010 Rental Tracker Inc Move Production Orders Invoices and Quotes to History For moving Orders Invoices and Quotes you should go to Administration Menu and select Move and then move to history To keep the program running fast certain groups of information like Productions Orders Invoices Repairs and Payments that are closed can be moved to history area Enter company location and the as of date then press Refresh button All items with their last activities will be listed Check mark Move To History Column for each item individually or press Include All to select all items and press Ok to move items to history Individual tables can be moved by clicking on the tab Production Order Invice Repair or AR entering in the date and hitting refresh Records can be included in the move or excluded in the move to history 0 Location LO SANGELES Invoices created on or prior to Fi 0 6 2010 Production Order Invoice Repair AR cu Move To Cust H Create Upload to nvoice ustomer ame Date Date 600000 YESMAN Yes Productions 5 1 2008 4 75 2009 E 600002 VWESMAN es Productions 6 3 2008 4 75 2009 C 600005 YESMAN Yes Productions 54542008 6 25 2010 E 600006 YESMAN es Productions 516 2008 6302
164. INKCTDO POSEEDORES ads 215 Rentar DISCOUAER ODO as 216 Tax Liability Report Rental Sales Rate Break Down 216 Tax Liability Report Tax1 Tax2 Rate Break Down VV 217 Orders with NO Purchase Order rvcicoiica in didnt 218 Checkout Check in Quantity Report sise 218 EXCODUONS ROPO Na ae dia ii ici a ota 219 USER EOQINAISTO V2 he es E ne O 220 atea EX SA 221 Orders Attached to a Purchase Order 221 COST SNCT BY ArOQUCUON asii RI A AA in este 222 Rental Inventory Value RepDor ooccooncooncooococonoconoconoconoconoconocanocanocnnnonnconncnnnnonnnnannenanenans 223 Sales Inventory Value Report sise 224 Rental Inventory Change Report 225 Sales Inventory Change REPOS ccccsscccsseeccsseccusessusensusensuscassessusensusensusesseesausessuseausensuss 226 Cost of Sales Report Shipped sn 227 COSUOT Sal S Repor BSO tt io 228 HAV CRTORY RECONNU da 228 Rental Inventory Sold Report iii 229 FOSACIOSS ao OO lo dba 230 SUDORE NEN St tt dada eri 230 cie io A due lated dec 231 Rental Inventory Statistics Detail 231 Rental Inventory Statistics Detail Format 2 4VUVUV 232 Rental Inventory Statistics Summary 233 Rental Inventory Utilization Report 234 Projected Equipment utilization analysis 235 SUbrental Statisties REDON a 236 Subrental Equipment Revenue iii 237 Sales Inventory Statistics Detail Report 238 Sal
165. If database generates an error and causes the application to stop working you can check this tab to find out the problem and solve that Fa RTProrF Server AE Server View Help a gt ojejo SERS PH aw Server Connections Transaction Log Eror Lag History Error This is text of the error is generated by SQL Server Time Represents the time the error occurred History Tab This page contains the history of the Transaction Log page When the number of lines in the Transaction Log page reaches to 500 the old transactions will move from Transaction Log page to this page lnix Server View Help ajo ojejo HERE PM aw Server Connections Transaction Log Error Log History Request Request Contains the history list of requests sent by scanners Response Shows a history list of responses that DB sent for each request Each response is relevant to request in same row View Menu There are two sub menus under the view menu Delete Transactions Logs This deletes the records in the Transaction Log page Delete Error Logs This deletes records in the Error Log page 293 Barcode Scanners 2010 Rental Tracker Inc MC9000 Scanner Overview MC9000 scanner can be used in both Wireless and Batch Mode In the wireless mode scanner communicates directly to the database and performs all operations in real time The verification of the data entered by the scanner is immediate and user gets a conformation or a
166. LOT 156 00 11 540 TAA Invoice Total 13 575 12 Invoices Attached to PO The Invoices Attached to PO report prints out all the invoices attached to a PO Purchase Order The Production and the PO number should be entered A single PO or multiple Purchase Orders can be specified This report is great for reporting the hard dollar amount applied towards a PO The report contains invoice numbers beginning and ending dates invoice amounts and order numbers Rental Tracker Pro Demo Company Invoices Attached to PO Report Date Time 2006 06 11 4 03 11 PM Page 1 of 1 Production CONCO1 POR PO116 100244 PO06 03 01 2006 06 1 01 539 603 60 500949 Sub Total 539 603 60 Invoice Credit Void Register To see the list of all Invoices Credits and Voids which are relevant to a single or multiple productions select this report under Reports FF Invoice dropdown list User can checkmark one or more checkboxes to filter 5 He invoice credit void in the report sheet Production E From Date Pose To Date Payment Type CE Invoice Register RTPro Demo Compi 1 Ed oa Billing 2010 Rental Tracker Inc Rental Tracker Pro Demo Company InvoiceRegister Date Ti me 2006 06 71 4 04 37 hl Currency US Production CONCO4 nvoice Status Invoice Order Invoice Production Fayment Sales Discount Taxes Others Total Date DateRange Title Type et 2003 08 27 50024911 1 25 10 D8 27 03 7868 00
167. LT from confirmed invoices A breakdown of all types Format of revenue rentals sales loss etc will be Le Cte Fran a gt 5 Summary displayed with individual totals and report totals o CEL Jo Detail The summary report will summarize all invoices from the chosen field above while the detail report will list the individual invoices used to calculate the revenue generated You may summarize the report with Parent Production Production Type Project Salesperson Customer MOK Cancel tue Hep Contact or Job Component Options Creation Date Range To filter report to show only records between dates use these options If only begin date is entered system includes all records after begin date and ignores all records before that date If only end date is entered system includes all records before end date and ignores all records beyond that date Master Select Master to limit report to show only parents for selected Master Leave this option blank to show results for all Masters Note This option will change based on your report type selection from menu and it will be filtered for the same report type such as filter by master for report by Revenue Generated by master report Location If you are using the multi location feature you can filter report results to a specified location Currency If you are using the multi currency feature you can select the currency to print
168. Labor module Space Scheduling Through the Space Scheduling screen space time scheduling can be entered in against an order Select Space Scheduling under Scheduling menu from Labor Space module or press scheduling icon in the Order Processing Screen toolbar As soon as users select either Labor or Space calendar screen will be opened Calendar starts at Quote Date Note If this screen is selected form Labor Space module program displays all Space time scheduling Space information area In this section users can add new schedules for the Spaces against an order Select New space Schedule from right click menu The following screen appears E Labor Space Scheduling O 2010 Rental Tracker Inc E Space Scheduling Detail RTPro Demo Company g O x Invoice 325101 Space STD Studio 3 3 2009 Picture Studio Start time 3312008 06 00 AM All day event E End time 3 3 2009 02 30 pm Color a M Billable Billable Type Hourly Hours 8h 30m A gt Rate 50 00 as Weekend Rate 60 00 Normal Rate Weekend Rate Billable Amount 425 00 e Taxable GL Account 2145X X000000 Federal Tax To Customer Order 60000045 For making the part of the movie Create Date 3 3 2009 9 49 00 AM Revised Date 3 3 2009 9 51 00 AM Delete Create By CSR Revised By CSR Order This field is required and can be entered or selected from the Order List Lookup Space This field is require
169. Leaving the Department and Category blank will update all Click OK if you wish to continue A Confirm screen will appear as a reminder that all of the Daily and Weekly prices will update with the New Daily and New Weekly prices Click Yes to continue Another Confirm screen will appear asking if you are sure Click Yes to continue and finish the process Rollover New Sales Prices As price change entries are made in the Update New Sales Prices Screen see above they are not updated to the Sales Inventory This allows you to continue to prepare and review the price changes until you are ready to update them all at once By clicking on Update Prices drop down tab or click on Rollover New Sales Prices you will come to this screen The update may be limited to a Department Category or combination Department If updating prices by a department it must come from the Department table To enter in a department type in the Department Code or click the drop down arrow to choose a department from the Department Lookup Category If updating prices by a Category it must come from the Category table Enter in the Category code or by clicking the drop down arrow to choose a Category from the Rental Category Lookup Leaving the Department and Category blank will update all Click OK if you wish to continue A Confirm screen will appear as a reminder that all of the Costs and Prices for Sales will update Click Yes to continu
170. Log Report Date Time 2006 06 12 55 3 M CHAPO1 ChapmanLeonard565 ele nl ae sn Date 2006 06 17 DAMNCHRIS AMEX 67655465493 12 2 2007 B243243245 AliBanks 2006 12 01 100 000 00 2006 06 17 DAMNCHRIS Visa 3424324232 12 2 2007 3243243245 AllBanks 2006 12 04 100 000 00 ee Totals 200 000 00 COMEHOME CometoHomePlease a ee em e Bel Date 2006 06 17 CINDYON Visa 9122121122 12 2 2006 1255357687 AllBanks 2005 12 03 10 000 00 2006 06 17 DAMNCHRIS Visa J2132145768 12 2 2007 132332111 JAllBanks 2006 1203 120 000 00 130 000 00 Ca Reports 2010 Rental Tracker Inc Rental Discount Report This report prints discounts applied to productions It EHEFTEAATEAA P x prints order number production price information and calculated discount You may filter results to include Production discounts applied to productions in specified range or Date Range Tol a single production i Include Ho Discour Orders Options Production If the Production is blank then the system will consider all productions Date Range Deposit creation date Include No Discount Orders By checking this box orders with no calculated discount will be included in the report Example Rental Tracker Pro Demo Company Rental Discount Report DateTime 2006 06 189 21 254M Page 1 of 2 Order Production JobTitle List ctual Discount Price f es 500025 eee 54216000 H 316 80 S06 A
171. M Location LA Currency US Equip merit Description Barcode Qty Order Production User Date Date Ticket Reason Repair Repair In In Out Location pa Linie TMPRO 2002022 m0030800 426 o TT a 00 EP PE COMER D RE rT EC EE mm OS ER SubTotal Retired Inventory Report The purpose of this report is to get a list of inventory HEEE P x items that are retired There are two formats available to Department M Pie print this report The Summary format displays the Category Ti C Detal quantity of each type of equipment that has been retired lt lt lt me Sort By The Detail format will display the individual purchase Rams A Equipment information for each Barcoded item or group of paseapeson Pape Noncoded items that has been retired nd ER egn Date Das Options q End Date 1120 2007 Department Shows only the equipment belonging to de this Department Leave this blank to show items from all a E departments Currency i M Concel if List Category Shows only the equipment belonging to this Category Leave this blank to show items from all categories Equipment Range The range of equipment displayed in this report can be limited by selecting the beginning and ending equipment code Leave these blank to show all equipment Retired Reason Filters the report to the requested Retired Reason Leave this option blank to show retired items across all Retired Reasons Retire
172. OT LENS Mode RF 5 3 2006 03 24 58 Cancel Checkout Barcoded File Transaction Help Order 500880 lt EXPRO1 gt Barcoded Subrental Barcoded Exit Success Mode RF 5 3 2006 03 19 29 Cancel Checkout Barcoded File Transaction Help Order 500880 lt EXPRO1 gt Barcoded Subrental Barcoded Exit Success Mode RF 5 3 2006 03 19 29 E Barcode Scanners O 2010 Rental Tracker Inc Cancel Checkout Noncoded This page is designed for canceling the checked out Noncoded items if you want to cancel them for any reason This page covers both your inventory items or sub rented ones Order The number of the order you work with Last Equipment The code of the last canceled equipment Last Quantity The number of the last canceled equipment Subrental Check this if you want to cancel a Subrental item After checking this box you can fill the front field in with the name of the vendor Equipment The code of the item that you want to cancel its check out Quantity The number of items that you want to cancel their checking out Mass Checkout Mass Checkout Noncoded will display the Noncoded items to check out one equipment code at a time and will allow you to enter the quantity of each to check out In the mass checkout Noncoded page select the mode for Checkout or Canceling Checkout You can also filter to do only the Miscellaneous or Sub rented Items by checkin
173. Pro with both mouse control and short cut keys Graphical Buttons RTPro has graphically identifiable buttons to correspond to the operation to perform The point and click method is consistent throughout the program In the Main Menu screen each button is labeled with a graphic icon and the corresponding text label A floating label is displayed when the cursor is placed on top of the icon Short cut Keys RTPro has pre defined short cut keys to get to the most common used functions This has been developed to increase efficiency as well to help users who are not savvy with a Windows interface Barcode validation It gives the ability to validate the prefix of barcodes used to improve misreads from hardware i e Barcode scanners User definable Billing Schedules Create multiple billing schedules and save them as templates Apply different billing schedules to different orders This gives you a flexible billing schedule based on different circumstances or deals Customizable System Setup your system based on default values or customize your system System setup allows you to modify printed values on customer documents such as invoices checkout sheets and reports Modify system values throughout the system to fit your specific business needs Customizable Screens Within RTPro many screens display data in a grid listing All grid listings can modify per workstation Columns on the grid can be expanded or shrunk dragged and dropped The de
174. RD REGINA DMs AOTATOR CONTROLLER wy POWER CORD 320 TORONTO DM ROTATOR CONTROLLER wy POWER CORD VANCOUVER DMX ROTATOR CONTROLLER WY POWER CORD MAINNIPEG DMs ROTATOR CONTROLLER Ww POWER CORD Daily In the Daily field enter the price that equipment will be charged on a daily basis If your company is multi location enter the price in the daily column for each location then Rental Tracker will calculate daily price based on the number of days per week to bill as indicated on the quote or invoice Weekly Rental Tracker is also able to calculate pricing on a weekly basis A price entered in the Weekly field 1s the amount that this equipment would bill every seven days For example if a type of equipment rents for a daily price of 400 00 the customer would be charged 400 00 if the equipment is rented for one day 800 00 for two days 1 200 00 for three days and so on up to the number of days per week to be billed However if a piece of equipment rents for a weekly price im a Inventory 2010 Rental Tracker Inc of 1 200 00 that is the price the customer would be charged whether he rented the equipment for one day or seven days Replacement Cost Rental Tracker allows you to keep the current prices of each equipment type This is not the price of any individual piece of equipment that has been purchased but rather the price that it would cost to replace the equipment if it had to be replaced today The Replacement Cost field is th
175. S C000 10 Key Hole Detector 4 Head header and D erhue il Sw mo RCA DER FRAME COMPLET OR Do ee 151003 51010 X 20 FRAME TUBE 1 1 4 ROUND E E e 57060 TENT STARE FORD AXLE 00215 ARAI 5751200 ELECTRONIC EALLA 10000100 LEUE n HHH ARRI COMPACT 575 HHI HEAD 100363 q E ES a pee eal Equipment 57060 TENT STARE FORD AXLE On this screen items can be checked out by scanning or entering in barcodes Checked out records will be updated to the bottom section of the screen Information about the checked out items whether Barcoded or Noncoded will display next to the barcode prompt Note Bottom section of the list will sort items in the order the item is checked out and its sorted orders cannot be changed Last checked out items will be set on the top of the sorted list Checkout Barcoded Items ES When items should be checked out as Barcoded select Barcoded option under Checkout menu or click on its icon from the toolbar and a green highlighted field will show to prompt the user for a barcode Type a barcode and press enter or scan it by using a scanner If the barcode is valid it will be added to checkout items section Checkout Noncoded Items Using main list Right click on equipment that you desire to check out as Noncoded select Checkout Non Barcoded and enter the quantity to checkout If an item can be checked out as Noncoded it will update and be a
176. SA Chapel Hill Job Date 8 2 01 29 640 00 26 158 00 DA EL a 538 16000 83 344 00 esan E 500032 O et FE E ENTE 359 725 00 555 544 25 500039 each SER a 7375 00 9161 231 75 6 99 Tax Liability Report Rental Sales Rate Break Down A report listing the taxes collected are broken down by the Rental and Sales Rate The information on this report is gathered from the confirmed invoices It can be filtered based on the criteria entered This report contains rental and sales tax information It also prints a total amount of taxes whether rentals or sales BegnDate Options End Date 37297201 0 Format Summary prints one summary line for each tax Tay fine type Detail prints one row for each invoice Location Date Range Filters the report to the invoices created between the given date range If begin date is blank it will Currency print all the invoices created on or before the end date If the end date is blank it will print all the invoices created on or after the begin date C Summary Detail Location If you are using the multi location feature you can filter to show only the orders for the given location Leave this option blank to show orders from all locations Currency If you are using the multi currency feature you can also select prices that use the different currencies to print Example ETS Reports 2010 Rental Tracker Inc Rental Tracker Pro Demo
177. Sort By Specifies the sorting order of the records on the report You can sort the report by Production Order Production N Production Shows only the orders belonging to DateRange x 10 E this given production Leave this option blank to show Bates y orders from all productions Cid Tye Date Range Filters the report to the orders created Order Status between the given date range ss Bing Status Bill Type Filters the report to any of the following a A billing types Regular Bill No Charge No Further Bill No Charge Sales Leave this option blank to print all orders regardless of their billing types Aa X coca attain Y He Order Type Filters the report to any of the following order types Quote Reservation Order Cancel Leave this option blank to print all orders regardless of their order types Order Status Filters the report to any of the following order status Empty Not ship Part ship Shipped Part Ret Returned Closed Leave this option blank to print all orders regardless of their order status Billing Status Filters the report to any of the following billing status Not Billed Part Billed Billed Leave this option blank to print all orders regardless of their billing status Location If you are using multi location features you can filter to show only the orders for the given location Leave this option blank to show orders from all locations
178. TE as die AAA OFA E EE EN EE ne ne CRI pours ROL a RE RADEX SKERRTAS p Reports 2010 Rental Tracker Inc Rental Inventory Report The purpose of this report is to get a listing of all the Pix Barcoded and Noncoded items in your rental inventory g g fe Summary fe No Prices Weekly Frices There are two formats available to print this report In C Detail C Dal Prices Daly Weekd Prices Summary format the report displays the E Code Description and the total quantity of Barcoded and pepatmen cI Noncoded items owned from each equipment code and Categoy po rental pricing on daily weekly and or both basis if EmiemetRawe xt rfi selected The Detail format will display the individual are To purchase information for each item It prints one row for 5e Date Range i Tol each Barcoded item and grouping the Noncoded items by Bal es Ze a POR o their purchase date K Options Vendor lo e Location ball Currency Format Select layout of report between Summary and Detail wf OK X Cancel JE List Summary If this format is selected for printing you will see a report of each type of equipment that you have selected and you can see how many Barcoded and Noncoded equipment you have In this case you have some other options to choose such as daily prices weekly prices etc Note You may choose to omit the printing of
179. Tax Code etc The code can be entered or selected from the drop down Report Setup x elected Printer Microsoft Office Document Image Yriter OR Cancel eport Destination Printer f Preview Format Rave Snapshot File MC plion Copies PF Supress Titles amp Headers fi D Guplex P colate O x Enter Equipment Code x Cancel T Help 2 Getting Started 2010 Rental Tracker Inc Multiple Selections In many cases in RTPro you may select multiple records Sipkesck Dapa Code Damir Shom Hint EX rs I For example many reports in RTPro using this useful option The Select List screen is divided into two sections Left window displays stored records in RTPro and the right one displays selected records Use gt button to select a record and gt gt button to select all records This dialog allows you to display records by Code Description or both Report List 522 Report list is an option for most of the report screen that displays a list of all items in a grid before attempting to print report sheet Image Viewer Image viewer is a place that users have few options to add any modification to the image of inventory items such as rotating zoom in out etc Main Menu Options Under each of the menus there are several functions File Menu Database Utilities Import Export Import Data records can be exported from RTPro or Imported
180. Tracker Pro Demo Company Invoice and Credit Memo GL Distribution Date Time 2006 06 11 4 07 23Phi Currency US Creation Production Production Project Billing Billing Billable Discount Total Date Code Title Code Begin End 100761 P003 04 19 FREEO Freedomeckend Alot P002 10 19P003 04 19 P10 24088 FI357512 060 10 200 Lighting Equip Ty m1 752 00 Mot Balanced 100162 2003 06 20 JSH eet RO03 02 0 0053 02 05 550 00 550 00 ss allow For Doubtful TW See O 550 00 1060 10 400 Allow ForDoubttul Prey F atr 100238 P004 02 07 LEUTO Commercial EF003 06 16P004 02 08 91 016 00 31 016 00 1355 20 200 Fl Equip Miss DamBriepr MCTY 27 336 00 4050 10 200 Lighting Equip ARRI Tv 50 660 00 Totas 1 032 299 39 17 135 80 1 050 920 76 GL Distribution Grouped by GL Code The GL Distribution Grouped by GL Code report prints out a report of each GL account with the activity from each invoice for that account The options are by date range GL range and cell payment type If your company is multi location or multi He 5 currency you can also choose Location or Currency or both to GL Code Range fe filter report Paymert Type Location y Currency Rental Tracker Pro Demo Company GL Distribution grouped By GL Code Date Time 2006 06 11 4 12 04FM Currency US Invoice Creation Production Billing Billing Date Title Begin End 1060 10 200 Allow ForDoubtful TV 100
181. Update Customer End Date All fe Unlocked Items Oh Update Customer Days Per week All C Unlocked items Only Update Customer Discount Al _ Unlocked tems Ori Update Customer List Pice Ay Une ine Ori Update Customer Actual Price Al Urlocked Items On This screen gives an opportunity for user to update the Subrental records all at once Locking Prices on Rental Order Screen vs Subrental Records Screen When a price is locked in Rental Order Screen a company will charge the customer with this price for non Subrental items If the pricing should be past through the Subrental items then select All on the customer section The Subrental Customer pricing will be updated If vendor pricing should update then select All on the vendor section 12 Order Processing 2010 Rental Tracker Inc RTPro has flexibility to allow the user to dictate how Subrental prices should update If Subrental lines are locked and only unlocked Sub rentals should be updated the user can indicate only to update the Unlocked Items Only Remember the locking on the Subrental level is different from the locking on the Rental Order Entry screen As an example when you might use locking on the various levels if your non Subrental pricing is different than the Subrental pricing you will be passing onto your customer then you would look in the subrental pricing and lock in the non subrent
182. a to work with RTPro RTPro works with cameras that have a TWAIN compatible driver Install the driver provided by the camera manufacturer Then from the main screen of RTPro select File and then select Camera Selections Select the driver from the list and click on Select If the driver is not showing on the list try re installing the driver and make sure it is TWAIN compatible If a TWAIN driver is not available an option in RTPro 1s to attach an image from a file 1s available JPG image are supported in RTPro Questions about Administration How does the Security works in RTPro Rental Tracker Pro is a multi user system It will allow you to create ID s for multiple people to use the system This will give you control on what features and functions an individual can perform using Rental Tracker Pro Initially when a new user is created they are given NO rights throughout the system As each person s job function is defined then the user s security can then be modified to fit the business have created an order and checked out some items to it and then realized that it was created for a wrong production How can fix this From the Administration Module select Move from the menu then select Move Order to Another Production Enter the Order Number and the Production to move the order to and press OK When do a lookup of a production there are many productions in the list Can remove some of the productions that have been fini
183. ach of these dates blank to include all from start or to the end Stock Range You can limit the range of stock FE in this report by ne begin sad ending stock Leave these blank to show all stock You also can select multiple stock numbers To do this click on list icon in front of First Stock number and select each one you want to include in report Include Misc Items If checked program includes MISC items into the report Location If you are using the multi location feature you can filter the report to a specific location Currency If you are using the multi currency feature you can select the currency to print the value of the inventory for that currency only Example Rental Tracker Pro William F White International Inc Cost of Sales Shipped Report DateTime 902500105 34 49 PH Page 1 of 1 Date Range 1252010 Production244 22 Location TORORTO Currencys 0h Cost Finer a a ss To Srs A a 7 RER a TF FF PE to eter Mec Bu FONTOR PROOUETONS LTD 5040 comes cay pa a 0 ore pasooo Eur IF FR Par UY Lens Braen TOA BB 430 MEN ER MODO ESE CTI EE icono pi FoTo PROOUC TIONS LTD esto cds a0 oleo RENE paz Fe Lobo A A dC CS SHEE he AO lt P ES ee Gio pu rodar precios U1 escocesa tof starcol sara esco pazo EL iepen purs Fe SMCS ER E Reports O 2010 Rental Tracker Inc Cost of Sales Report Billed This report prints cost of
184. aeees 98 RAVYSICal vento Re POS a O o td 98 Physical Inventory Review and Update Inventory Screen 99 End PRAYSICAl AVENT Process a aia 99 Sales Physical NVO MO Vrecia nar ne need nat Fa ne ane a in te 100 Dia ee io a CO ch 101 Enter NOW RENA PICCS id ti liada 101 Update Rental Prices Screen iii 101 er e A a ee ed acta ae ote ai ars 101 Enter New Salos PCOS estada dada eat te ani A 102 Update Sales Prices SCT saine A 102 Increase ANDY Percentage ion tia 102 ROHOVEr NOW ROTA FICS ni AAA A AA AAA AA AD dd a ed das 102 Rollover New Sales Prices 2 A a lien era dati 103 ORDER PROCESSING vchaniaae an yebwseanaausecee E 105 Order Processing MOQUIS a ao 106 Understanding the Rental Tracker Hierarchy 106 Order Processing OCT aia 106 DerinitiOns OF COMMON FUNCHONS aii 106 Steps to add a New Quote Reservation Order nnoannannennnnnnennnnnnnennnnnrnnnrnrrerrrerrerrrerrennne 108 WG WACO CC thease co acral arta aes cab 109 VIEW NONCOQG Grescini r e PO A 109 REMA AVIADI Een ae ca E ne en 109 DOWMOAG bale SCQAN CI a ia steeiiocatew detente catenins AET EEA A ENE EE TE T EE 109 LISE OF OIOCIS DY DD di aio vedo 109 Subrental Purchase Order Listing 4 109 Order Processing ACUIVINCS sitio ia n 110 Duplicating Current Orders tit lt is 110 BYERADI Lee aE E ent Tae a PE See AS 111 Rentaland Sales Order Screens ternon ea ii tol n 111 Order Total SC Mia a dada 111 Browsing Order Revision SU io 111 Update tal ent rar en te E eee eae
185. after begin date and ignores all records before that date If only end date is entered system includes all records before end date and ignores all records beyond that date Days Per Week Enter Pay Days per week here to calculate results based on these paydays Location If you are using the multi location feature you can filter report results to a specified location Example Cm Reports 2010 Rental Tracker Inc Rental Tracker Pro Demo Company Repair Loss of Revenue Report DateTime 2006 06 20 3 16 15 Phl DaysPerWeek 1 Location LA Currency US Code ar00 PARALLEL SETE BO 600 00 SubTotal Statistical Graphs There are several reports that you can review in pie or bar chart This feature operates a bit differently than the other reports When you click on the Statistical Graphs dropdown and then on RTPro Statistical Graphs or press CTRL G you will come to the Statistical Graphs screen Click Select Graph Dropdown The following reports are available Inventory Value by Category This graph shows a breakdown of the purchase amount of rental items by Category Example Inventory Value By Category 5 x File Customize Help me BREA gt inventory Value By Category 13 000 000 4 42 000 000 SEe a eo i AE TE AEE er r PT ee A Be i 11 9252 11 509 902 iy a eS oe ie en aa ses nm 11 000 000 me 10 000 000 3 000 000 4 8 000 000
186. ailability Detail Screen ii cla 91 Oy Stee a ico as o ao das Sn alt et di did ds 91 BLEI EELO WYE E EA EEE snes ns nn ee E Sete demmacane om iac ates dune 91 RENEO INVERNON Ses Une D A tren metre n mnt nnn maton ra Tren err ee 91 Retire Barcoded lens ci ere Rd nn ae wade ne ee nes 91 Restore Barcode NOMS is io canas 91 Retire NOnCOde So o tad 91 Restore Noncodea emu a et cee ocd Sie eats a end nine 92 e e e ne Sinai ob intel Gil ous 92 PIS GOW sans Saat ahaha edt cer ag B aoa eect ane E 92 REDA O ane nm alain eo a et tee ent 92 RODAIr TICK OU LISTER iaa 92 PROGING aiNG WNICKCl carotene eral Ava ence lada 92 Editing a NCKO baean aaa 92 Check in Barcoded into RA tadas sil 93 Check Barcoded Out of Repair iii 93 Check Noncoded into RODA is 93 Check NOneGded Out Of Repair siesena e A eee es eae 93 REPAREM didas 94 A O A 94 A O TST ie ene 95 Bill AIS O Pa UNG Oat Sat Sp en one 95 REPA oe RE ER RP Ape te ad de e o elos ad eee 95 FS AIM SMM ULL facets ici dl 95 Check Item Out from RED a des 96 Py SIC AIMMNIVGMLORY ES mA DR A anne a e aE a semua 96 Rental PRYSICAlINVONIOIY ner lire A AA 96 Stant Physical Inventory Proces Sain ieena a eae a si tido 96 Physical Inventory Worksheet reee tds a A A AA 96 scan Barcode Items That Are In Stoke nant tt een ln E ee nage ose 97 Enter Noncoded Items that are In Stock 97 Download Batch SCANNEL cccccecccceccceeeceeeceeeeeeeseeceseeceseeceeseeceseeeessecesseeceseeessueesseeesaeeessneess
187. al Physical Inventory menu select Scan Barcode Items that are In Stock The Physical Inventory Screen will appear Physical Inventory Screen Scanning Barcoded Items in Shop E In the Physical Inventory Screen click on PI dropdown tab and click on Scanning Barcode Items In Shop or click on the Scanning Barcode Items In Shop icon in the toolbar The prompt will be in the green Barcode field Scan or type in each barcode number to count If a barcode number of equipment is entered and it is not within the parameters of the inventory that have been specified see PI Start Dialog Box above a message will appear to indicate that This item does not belong to this physical inventory selection Cancel Scanned Barcode Item E Barcodes outside of the physical inventory selection will not count However 1f an acceptable barcode is entered in error to cancel it click the PI dropdown tab and click Cancel Scanned Barcode Item or click on the Cancel Scanned Barcode Item icon in the toolbar The prompt will be in the red Barcode field Scan or type in each barcode number to cancel Note To enter comments about the barcode that has been counted click the View dropdown and click notes or click the note icon 1 Batch Download from the Scanner Gun z To increase the physical inventory process RTPro is able to download batch barcodes which are stored in the scanner To do this select Physical Inventory option inside
188. al Tracker Pro Demo Company Rental Inventory Detail Statistics Report Date Ti me 2006 06 12 22 4 M DateRange 2006 06 19 Location LA Currency US DIF Diffusion EN Value Lines Bed Cost Revenue 98004 Er a ezpeita sl seal oor E EEE EA SE CE 8 448 00 E 5 IE 286 007 3266 90 s fret natroguetescmm Em 500 pe A SO Se aoe 4027000 DISTRMistribution fee Cost Value Billed Pres nn Revenue 445 94 94 Sa A ee ee i 4506 e 8600 8 00 an6 77 ezo aoo FRE GUENC WE TERRANDHELD o SS 1200 AN HELD roar a SIL Ta OST ae ae AS ReportTotal 1223 26 690 74 583 237 48 487160 65045 1 018 995 60 1 018 995 60 Rental Inventory Statistics Detail Format 2 This is another format of Rental Inventory Statistics Detail Report Options Department Select department to limit report to show only items for this Department Leave this option blank to show result for all departments Category Select category to limit report to show only items for this category Leave this option blank to show result for all categories Equipment Range You can limit the range of equipment displayed in report by selecting begin and ending equipment Leave these fields blank to show all equipment k arcel ff List Date Range To filter the report results to show only records between dates use these options If only begin date is entered system includes all records after begin date and ignores
189. al pricing When the non subrental price differs from subrental a yellow color highlights the extended price Pu Ship fon ET T 575 HMI HEAC 1 Mass updating Subrental Record System is able to have mass update prices for Subrental Records To update Subrental prices Press F11 or from Subrental menu select Subrental Records A list of all Subrental records will display To select a range of records click on one row then hold down the SHIFT and click on the ending line The block will highlight To select rows that are not in order click on the first row hold CTRL key and click on other rows Each selected row will highlight When clicking on a line make sure you clicked on the record in the grid section not the left gray column Ce all Subrental Records for this Order RTPro Demo Company File Action Search View Help E E al da 12 18 HMI FRES PACKAGE CMC 1278 HMI FRES HEAD aK HMI FRESNEL LAMP 12 188 HMI BALLAS HMIFIOOO5 HMIFIOS05 HMILA0005 MA6B40005 HMIFIOO0S HMIFI0005 HMIFIOO0S HMIFIOO0S AMIFIDODS HMIFIOO0S HMIFIO005 HMIFIOO0S HMIFIOO0S HMIFI0005 HMIFIOOOS 4 Browse HMIACOOT5 HMIHEOO10 SCRIMODOS SCRIMO325 SCRIMOS30 SCRIMOS3 3 32 5 SCRIMO340 1216 HMI BALLAST FEEDER CABLE 1278 HEAD ExT 50 24 SCRIM SET SCRIMS 1 2 SINGLE 2g SCRIMS 142 DOUBLE 29 SCRIMS FULL SINGLE 23 SCRIMS FULL DOUBLE 29 Order 25214 Production 20000 QUOTES
190. ales Rate 2 Sales Rate 2 is for countries that support double sales tax rate such as GST and PST The tax rate will apply to the sales charges if the sales item is setup as taxable Ship Rate 2 Ship Rate 2 is for countries that support double shipping tax rate Labor Rate 2 Labor Rate 2 is for countries that support double labor tax rate Space Rate 2 Space Rate 2 is for countries that support double space tax rate Rental Tax on Tax If tax rate 2 should be applied after the rental tax amount from tax one has been added to the rental charges Sales Tax on Tax If tax rate 2 should applied after the sales tax amount from tax one added to the sale charges Tax1 Label amp Tax2 Label Some countries such as Canada have two types of taxes and specific naming for the taxes The naming of the tax label can be customized to your country tax type The tax labels appears on customer reports and management reports Examples of tax rates are Cod Rental Sales Ship Labor Space Rental Sales Ship Labor Space SaF Rate Rate Ratel Rate Rate Rate 2 Rate 2 Rate 2 Rate 2 Rate 2 Rental Salez Tax Label T asz Label Ol ml 5 5 5 4 4 7 7 7 E E D E 5 BB E GST 7 7 7 E GST PST Terms Table The term indicates when the invoice should pay An example would be Net 15 Net 30 The table consists of a code description Due Days Discount Days and Discount Pct Due Days CN File Maintenance O 2010 Rental Tracker Inc
191. all items This option will allow check in all types of items Cancel Check in When an item is checked in it can be reset to out status using Cancel function With this feature the Detail Transaction screen and the status grid Qty out Qty in etc will update to show the item as it is still out and never checked in Cancel Check in Barcoded En Click on Cancel Barcoded icon in the toolbar or select 1t from Cancel menu The Barcode field at the bottom of the screen turns red Scanning or entering in barcode will cancel the check in Cancel Other Non Barcoded Sub Rented and Miscellaneous items To cancel non Barcoded items right click on item and select Cancel Checkin Non Barcoded To have mass cancel for noncoded subrented and misc items select Non Barcode from Cancel menu This will lead you to the Mass Checkin Noncoded screen After filtering press F2 or click on the refresh button enter quantity of items you want to cancel In the same way miscellaneous items can be canceled Loss and Damage Lists Loss List This list shows Loss items that are checked in To see this list from Rental Check in Screen select Loss List under Loss amp Damage menu In the Loss List the Cost column is defaulted over from Replacement Price in Rental Equipment Entry Screen The cost can be modified Damage List All items checked in as Damage will display in Damage List To see this list select Damage List from Los
192. am will search through your inventory and brings all the items that are a match to your given criteria and display them A returned item is broken or torn and cannot rent again What should we do During the check in of the item check it in as Loss This will retire the item and optionally bill the customer for the loss Questions about Order Processing What are the different statuses of the orders mean Here is the list of the order status in RTPro Sales This is a Sales only order Empty No items are ordered Not Ship Items are ordered but nothing is shipped yet Part Ship Some items on the order were shipped nothing returned Shipped All items in the order were shipped but none of them are returned yet PartRet Some items are returned but not all Returned All items are returned created an order and then realized it belonged to a different production Do need to delete the order and recreate it No There is an option under the Management Screen for Move Order to a Different Production Use this option instead of deleting and recreating the order checked in an item as usual and then I realized that it damaged How do Checkin an item as damaged You need to cancel the Check in on that item then set the Check in mode to Damaged from the drop down on the top of the Check in screen and Check in the item again was working on an order today but do not remember which one How can find it out From the O
193. an order On the surface the procedure is simply a reversal of the checkout procedure what went out must come in including Barcoded items Noncoded miscellaneous and Subrental items Each item will be marked with the date and time it is returned as well as the user who checked in the item RTPro will also allow you to check in items as loss damaged or missing You may also transfer an item to another order or swap it for another item and it is possible to check in more than one order at the same time by using the Check in by Production feature as outlined later in this chapter Return List In this report a list of items to be returned can be printed On many occasions it is useful to print a Return List before beginning the Check in process Like the Pull List the Return List can be used as a shopping list for users to make hand written notes about the equipment that is being returned Click on the Return list in reports menu of order processing Note that it includes various options For more details see reports in this chapter Or Cu Pa All ee In There are various icon for checking in items one for single order Or and the other button for Check in by production Pr Pa is checkin by Parent Company and All is to checkin across all orders Click on either of these buttons and the Rental Check in Screen appears Check in by production will show the list of all checked out items in production but check in
194. ana E CE Current Rentals Report RTPro Demo Company 7 Ordes information in the order level specifying the order Production Type and the date the equipment should have been Production i C Ratun Date returned The Detail format lists the information in Project Production the equipment level specifying the equipment and quantities that ordered Location A OK X Cancel i Lisi Sort By Specifies the sorting order of the records on the report You can sort the report by order number return date and production in Summary format and also sort the report by job title order number equipment code return date and production in Detail format Department Shows only the equipment belonging to this Department Leave this blank to show items from all departments Category Shows only the equipment belonging to this Category Leave this blank to show items from all categories Equipment Range The range of equipment displayed in this report can be limited by selecting the beginning and ending equipment code Leave these blank to show all equipment Production Type Shows only the orders linked to this given production type Leave this option blank to show orders linked to all production types Production Shows only the orders belonging to this given production Leave this option blank to show orders from all productions Project Shows only the orders linked to this given project Lea
195. and AR modules The payment type validates against Payment Type table Refer to Payment Type on File Maintenance chapter Tax Type Tax will calculate from the tax type s setup entered here The Tax Type validates against Tax table Bill Type The Bill Type dictates how the order will be billed A security check is performed when changing a bill type Regular Bill The order will bill from the default system billing schedule or if a billing schedule is setup for the specific production or order the system will bill according to it See Setting up a billing schedule section for details This order will appear on billing reports and it is considered in revenue amp estimated revenue reports No Charge The order will not bill An order with a no charge will not appear on any billing reports estimated revenue or revenue reports ua Order Processing 2010 Rental Tracker Inc No Further Bill When an order is marked No Further Bill the rental billing stops The order will not appear on billing reports or estimated revenue reports for rentals The system will continue to calculate charges for sales loss and damages No Charge Sales Sales items will not be charged against the order All other charges will still be calculated Stop All Billing When Bill Type is set to Stop All Billing then no further billing charges will be calculated for the order There will be no charges for Rentals Sales Loss Damages or Shipping once
196. and shipping charges days per week will be displayed These values can be edited from this screen Billing schedule and Shipping charges are also accessible By pressing Truck button Shipping Charges screen will appear and it is possible to add or edit shipping charges It is not necessary to refresh totals or to use the recalculate button upon opening it will be refreshed automatically When Edit Total Actual is pressed a panel comes up to prompt Weekly and Extended Actual Here users can enter in a weekly actual total system will calculate the extended Note If user changes the Weekly the system will calculate the Extended or if extended is changed the system will update the Weekly After editing the total the system will lock in the total and discount the line items to come to the edited figure A lock icon will appear in front of Edit Total Actual To unlock totals click on lock icon Line items which are locked in will not be effected by the edit totals recalculation Weekly Prices Detail A When this icon is clicked in the Weekly Prices section the program displays the Ist week price current week price and the ordered shipped prices broken up by subtotal tax and totals Shipping Charges 81 The charge amount of shipping for both sales and rentals can be added through this screen Note In the Shipping Charges screen GL Account is required if Use GL is check marked through the System Setup Dis
197. ansesansenauss 310 TOUS SOON EN ttc a aa acceda 310 Installing RT Pro for persistence cccsccccssecccsecccusensusensusensusccsussausessusensusesauseanssausessusenaass 311 Make RIDIOSL QU O SANT il dt ii A a deena A EA Et 311 MOGHVING SPOCIUIN 24 THO siii dd NA A at eii 312 How to Work With Remote Registry Editor 312 Add RtproSL Shortcut to Start menu 313 FAO N a sun cupeecccanc a ii iccic 315 General QUESTIONS icona eaa dd en 316 Questions about Administration sisi 317 Questions about File Maintenance in 317 Questiohs aDOULINVento Y od 318 Questions about Order Processing ss 318 Questonhs aboUt BINO ina A 319 QUESTIONS ADOULARCDOINS iiss dee ee eure leiden cars net te en tn en nr nes eens 319 Questions DOU TRIO isaac AA 320 BILLING ORDER Sisi ie 321 Billing an Order Single and Multiple Order INVOICING oocccocncoccnconcncnoocnnonononncncnncnnnanonos 322 Run the Orders to Bill Report for Weekly Billing Process oaanaannnannnannnnnnnnnnannnannannnn 322 Billing GSI Orde stc ia IA Ena 322 Multiple Order INVOICING Bulk Billing VV 323 JO COIL LOUIS on a Dra RS lcd re oo 324 CONANT Ole AMA A eens mn etm nnrterr erioe nn Mee ree er eteinet cent eer nteen an ener 324 TANG AS INVOICE A e ae ane de nt en 325 HANDLING ORDERS isis mana 327 Create a Quote Reservation or Ol CEL aces accede A n e eus 328 Create ONO OF oi s5 aries sitet Santee didas 328 Creale NCW Productio nici ohne ee ias 328 E
198. antity that are on Currency hand will print If not checked only the stock that has a value in the quantity on hand column will print As Of Date If the As of Date is the today s date it shows the current quantity of stock that is on hand If the As of Date is in the past the report shows the quantity of items that were on hand on that given date If a date in the future is entered in the As of Date the report will treat it as today s date Department Shows only the sales stock belonging to this Department Leave this blank to show the stock from all departments Location If you use multi location features you have another option to select one of your locations and see the reports for that specific location only Currency If you are using multi currency features you can select currency values to show for the replacement cost and price Example Rental Tracker Pro Demo Company Sales On Hand Report Date Time 2006 06 1411 35 054M Page 1 of 2 As Of Date 2006 06 14 OrderBy Description Currency CANADA OnHand Ma ee S O CTS0971 LIGHT HEAD CABLE SS LTSOS72 POCKET PAR 9790 CHIMERA RING 10 00 A A Reporffotals _ J300 198 Reports O 2010 Rental Tracker Inc Sales Inventory Transaction This report shows all the sales transactions that happened between specified dates or for a range of the stock items You can filter the results to show the stock in a specified department and category Op
199. arcode can be scanned or manually entered If the Barcode is found in inventory the Barcoded inventory screen will display Pa This button displays all Parent records in a listing Pr This button displays all the Production records in a listing This button displays all the Vendor records in a listing This button displays all the Contact records in a listing lt This will bring up an email program such as outlook If your workstation has an internet Ei connection email to Rental Tracker could be sent easily Common Functions Within RTPro there are icons that are consistent in functionality throughout This icon allows adding a record The information screen will appear Shortcut Key CTRL N This icon performs deleting a record a Getting Started O 2010 Rental Tracker Inc The system will prompt for confirmation before a record is deleted RTPro only allows deleting of a record if the record has not been used somewhere else in the system Shortcut Key CTRL DEL This icon allows editing of a record When clicked on the record information screen will appear and the record can be edited x This is the save post icon When clicked on any edits to the record will be saved Shortcut Key F10 Note When closing out of the screen by clicking on the dy button or the x in the right hand upper corner the edits will be saved w This cancels the Add or Edit process If you are in the add mode the recor
200. as Labor Charges leave the box blank Quantity on Hand The quantity of the product that the system currently shows in stock will be displayed here Reorder Point Because of such factors as minimum purchase requirements delivery time and activity for a product you may want to keep a certain quantity on the shelf always Enter the quantity here at which point this product should be reordered When the quantity on hand falls below this level the Stock Number will show up on the Sales Reorder Report to prompt you to order more Reorder Quantity When restocking this Item this quantity should be ordered As with the Reorder Point minimum purchase requirements delivery time and activity for a product may dictate the quantity to reorder Vendor If this product is normally purchased from the same vendor enter it here Type the Vendor Code or use the drop down arrow and choose a vendor from the Vendor Lookup screen If this product is frequently purchased from multiple sources use the Notes section to enter other Vendors Vendor Part No If the vendor listed in the Vendor field uses a part number for this product enter it here Like the Vendor field above additional part numbers can be added in the Notes section Manufacturer Enter the manufacturer of this product Manufacturer Part No Enter the manufacturer s part number GL Income Sales income to post to general ledger derived from the general ledger income account assigned to ea
201. ase is critical in implementing a successful data collection system Labor This is the initial investment in your organization to learn the new workflow process to increase efficiency in your business What is the Rate of Return on my investment To begin to estimate the rate of return on your investment you must first calculate the current cost of the tasks you plan to automate Then estimate the cost of the tasks under the proposed system Determine these numbers per year Next get an estimate on the costs of automation and subtract that from the cost of current tasks you plan to automate From here you can get the rate of return on your investment This is a high level cost justification and should analyze thoroughly to get an accurate cost justification Remember some costs based on this analysis could justify as soft benefits and cannot place a dollar value These soft benefits are intangible benefits such as increased efficiency increased information accuracy improved sales and increased customer satisfaction How do print the logo of my company on the invoices You need to create your company logo in Bitmap format Copy this bitmap file to rtpro bmp logo bmp This logo will print on the Checkout Sheet Check in Sheet Invoices Labor Tickets and few other printouts If l am going for a break should I exit the program completely No we suggest using Suspend RTPro mode This is the Lock button on the Exit option in th
202. ate total value of Add On equipment then recalculate the entire value of the invoice and display the result at the bottom of the screen Note You may remove orders from an unconfirmed invoice by selecting Remove Order from this Invoice via the right click context menu Summary Section Summary Charge breakdown area Displayed is a summary of all the charges for the invoice You can add miscellaneous charges to invoice To add a miscellaneous charge click on the i icon A blank line will appear You can enter description of charge GL account if line is taxable and the billable amount After altering charge area click on calculator button Elis will recalculate all the charges Totals will lock when adjustments are applied to summary section Click on the lock D icon to lock in the totals To unlock totals click on lock icon The system will ask for confirmation if you press Yes system will recalculate charges from orders attached to invoice Note You may add or change information in Summary area if the invoice is as Preview or Draft A draft must be confirmed to be an invoice Click on Confirm at the top of the screen It will create a new invoice with a new number assigned to it Once an invoice is confirmed totals cannot be edited Billing Orders from the Billing Module Create Invoice from Orders Click on Create menu at the top of the Billing Module screen Select Create Invoice from Orders or click on it
203. ation Leave this option blank to show orders from all locations Example DE Reports O 2010 Rental Tracker Inc Rental Tracker Pro Demo Company Checkout Checkin Quantity Report Date Time 2006 06 189 41 524M Page 1 of 1 DateRange 2006 06 18 Code Out In ACDCO1 FOUROT __ FourthPhase Burbank L S 45 Report otal 2646 2134 Exceptions Report Within Rental Tracker Pro certain questionable day to day transaction records are tracked These types of transactions are written to a file to retrieve for reference RTPro refers to these transactions as Exceptions The most typical Exceptions are those operations that involve removal of E Exceptions Report RTPro Demo Gora ES Sort by Exception Code User C Dale C Equipment data such as voids cancellations and deletions An example I of an exception is canceling items off an order Because they are canceled they no longer show on the order detail Use AA If for any reason you needed to see which items were Exception Coda e canceled and who canceled them you could refer to the Exceptions Report Fiom Dala Ei To Date z Location SOK X Conce EiL Help Options Sort By Specifies the sorting order of the records on the report You can sort the report by Exception Code User Date or Equipment User If you are looking for exceptions created by a specific user enter the user code in here
204. aution It is recommended using this feature only in controlled situations when the accessories are always included with the main code Full Accessory Screen This screen displays all the accessory records for the main equipment Main equipments are designated by bold letters and separated by its accessories Here you also can add a new accessory to the main equipment For more details about accessories refer to Accessory List ml Inventory O 2010 Rental Tracker Inc Substitution List O 2 The Substitution List allows you to maintain a ready list of possible substitutions for a type of equipment For example you may own different brands or colors of the same equipment and have created separate equipment codes for each one However when the equipment that the customer ordered was not available Substitution List gives you easy access to the other codes of the same equipment and can be changed easily in order Adding an Equipment Code to the Substitution List To do this in Equipment Screen click to highlight Equipment Code Click on the Substitution List icon In the Rental Substitution List screen click the plus sign In the Equipment Code column enter an equipment code or press the down arrow to access the Equipment Lookup and choose the equipment you wish to add Rental Price List Rental Price List will print prices of equipment on a Daily or Weekly basis or both To access this feature click on the Reports dropdown tab a
205. ave de ean a et cat corset oui 77 TRS AN eC 2 MS SO meets iii 17 FAC IVA GCS iia A EN em nn de tete 17 vVendorGatalog SE snoot 77 Print Standard Barcode Labels For all equipments in this list 77 Mage Screen ad e a ME eee ade are TT SA A A II A E eee PRET 78 Rental NIL Detalla SSSR AR ne ee eens A le Dee 19 ROMA AVIV OVUM ER Rte niet ie a ease one il En diane ate 79 Attachment ed RC dd OM ui ei 19 gicile permet kere Mestre td a S E E nn a Tet amen ee weary 79 Revenue Generated is dedans cause ennemis ends e er cenes diet etes cine 79 Prnt Barcode Abel S sust A A A te near tetes oran 80 Changing Bartoded Stilo a 80 AQUINO IMA PR E a 80 List of Rental Inventory Items ie 80 Changing Noncoded Items die 80 FROM Al AVDA AS ni AS a nds 81 Rental Availability Detail Screen ir a A os eee a ee ee ee 82 Rental Availability Location Detail Screen ss 82 PAGO DAC OOCO MOMS a AAA di 82 View Barcoded Subrental History Us 84 AGO INOMCOGCO OMIS E A ne aN aot AA AE fea ie bad 84 MES 86 QUIDMENLT FRONTAL ENSION a td ag A Le T ee na ne 86 Sales MECS de endo 86 SAIS IV CIOL airs i ei RTE or A al e e e ms 86 Adding a New Type of Sales OC iii A A A A 86 o Ne en re 89 Transaction MAISON A SS 89 A Mita hens Sd nt tas ie 89 Vendor Catalonia de 89 PIN Maln Label Sua acido 89 Sales Inventory Transactions siii ni tata 89 Sale S AV GN sete ne tee atic sen tie ti names sentent ete eee casse sieste ce 90 sales AVA IINY liston is Le ii ne NN DA de 90 Sales Av
206. ber that you are canceling the Check in for Last Equipment The equipment code of last canceled equipment Last Quantity The quantity of last canceled equipment Subrental Check this if you want to cancel the Check in of a sub rented item After checking this box you can enter the Vendor code in the adjacent box Cancel Checkin Barcoded File Transaction Help Order 500880 lt EXPRO1 gt Barcoded Mode RF 5 3 2006 03 46 47 Cancel Checkin Noncoded File Transaction Help Order 500880 lt EXPRO1 gt Last Equipment 85200 Last Quantity 2 sure aay Td Exit OK Success TRACTOR W SINGLE GENERATOR Mode RF 5 3 2006 03 44 24 Equipment The equipment code of the item that you want to cancel the Check in operation Quantity The quantity of items that you want to cancel their Check in Mass Check in Rental Checkin Information File Transaction Help order gt M Customer EXPRO1L 500022 500113 M Multiple Orders 300167 500301 Date os 03 2006 500880 Time 03 y 36 y Mode RF 5 3 2006 03 36 46 Mode RF 5 3 2006 03 33 28 In the Check in mode you can enter the Order to Check in across one order You can instead enter the Customer Code and Check in across all open orders for that customer You can also checkmark the Multiple Order box that displays the Multiple Orders Form and allows you to checkmark the orders you want to
207. ble 2010 Rental Tracker Inc Rental Tracker Pro Demo Company Aging Detailed By Billing Name Report Date Time 2006 06 10 3 08 13Ph4 Location LA pase eee el Le Amount Amount ACPWWOT amp CPowerDistribution 1007747 2003 08 27 Met30 o S S eaan Man 1 562450 im Jozephanderson Phone 833 595 2532 Fax 888 595 2334 Production Production itle Date Terms DueDate Aging Invoice Paid Balance Amount Amount COMEHOME Came to Home Please 100152 2003 06 27 Net 30 ee 1 000 00 90 044 26 COMEROME Come to Home Please 100186 2003 08 27 Het 30 es eee 208 00 208 00 91 25226 100000 90 252 28 Reporfotals 502 515 66 51 020 00 501 495 66 Payment Received By Date The report will list all payments that are received within the HPA date range The report separates payment by date and shows the production to which the payment has been assigned The phe en 1 18 2006 total amount of payments can be reviewed at the bottom of this report To 1 18 2007 r Example Rental Tracker Pro Demo Company Payment Received By Date Report DateTime 2006 06 10 3 22 11 PM 2001 12 31 Production Production tle Payment CheckHo Amount Discount UnApplied ARTotal Type Reference Received Amount ACDCH po eck a O 150 0 1000 00 d 315000 A gt 80 000 00 200 00 80 200 00 Tse 120000 120 2006 06 07 Type Reference Received Amount Too aoao amomo Totals
208. categories CE Accessory Used Report RTPro Demo Co Select Print Dady Price Pont Weekly Price Print Dady and Weekly Price Department Category it Equipment Range Location Currency bl DK X Cancel Lit Y Help Equipment Range You can limit the range of equipment displayed in this report by selecting the beginning and ending equipment code Leave these blank to show all equipment Location If you are using multi location features you can also select currently in repair equipment by your locations This is where you can select your location Currency If you are using multi currency features you can also select currently in repair equipment by your different currency in use Example 186 Reports O 2010 Rental Tracker Inc Rental Tracker Pro Demo Company Accessory Used Report Date Time 2006 06 12 3 10 34 Phl Page 1 of 56 00005 ARRI 1248K HEADd Daily 0 00 Weekly 0 00 Equipment Description Auto Auto Include Areto ten 00120 ARRI 1254 POCKET PAR HEAD E 10006 ARRI COMPACT 6500 HMI HEAD Sa a 00120 ARRI425W POCKET PARHEAD Daily 0 00 Weekly 0 00005 gt 00200 JARRI 1218K HEADY a i 00285 ARRI 25 125W HEAD FEEDER Rental Kit Report Kits are displayed with the equipment that is included in the kit EAGER TCE P xl the quantity of equipment included and rental pricing This report also shows the total
209. ce Project The invoice can be linked to a specific project To select a project click on its drop down button The project will default over from the order if there is one order attached to the invoice A management report is available showing the revenue generated against a project Terms This is the terms for payment of the invoice The terms are relevant if AR module of RTPro is used If the AR module is not used the terms are strictly a reference Salesperson This person in your shop gets credit for the invoice The salesperson will default in from the order if the invoice has one order attached to it A management report is available showing the revenue generated against a salesperson Location Used if your RTPro is setup for multi location Upload Include This field determines whether the invoice should export out of RTPro This feature is available for exporting invoices to an accounting package such as SAP Mas90 ACC Pac or QuickBooks To setup your RTPro system to export invoices contact Rental Tracker Support Production Type The purpose of this field is to categorize productions Production Type will default in from Order Header Screen If you change Production Type on the Invoice Screen the system will prompt Do you want to update the production type on all the orders attached to this invoice Tax Type ay Billing 2010 Rental Tracker Inc The Tax Type is editable only for non order invoices The ta
210. cel Check in from that Equipment Code Otherwise leave this field blank In Mass Noncoded Detail page you can move between items with pressing the Prev and Next buttons Pressing previous and next does not Check in or cancel items Pressing OK checks in or cancels the Check in for the Quantity entered in the box Out The number of items for this equipment code checked out In The number of items for this equipment code that will be checked in To go in This is the number of items still out User can enter a value here This will be the quantity to Check in or the quantity to cancel the Check in Mass Noncoded Detail Information Order The Order number you are working with You can see the name of the customer in lt gt block in front of order number Mode Determines if you want to Check in items or cancel checking in Miscellaneous Check this box if you want to work with miscellaneous items Subrental Checkout If you sub rented something in this order and you want to Check in or cancel the sub rented items then checkmark this box Vendor The Vendor code for sub rented items First Equipment Start the mass mode with this equipment code Leave this blank 1f you want to start from the beginning of the list Mass Check in Noncoded Information Order The Order number you are working with You can see the name of the customer in lt gt block in front of order number Vendor Represents the Subrental Vendor co
211. ch equipment code This GL account must come from the GL Account table If the Category field is used the GL Income code will default from the Category field Otherwise enter in the GL Income field by typing in the account code or using the drop down arrow to choose an account from the General Ledger Lookup screen Although the same GL Income account may be used on all Stock Numbers this feature allows the sales income to divide among groups of inventory For example all Stock Numbers belonging to a particular department or category could have its own code while a range of numbers belonging to a different department or category could have a different code Thus the sales income posted to the GL would be broken down accordingly GL Cost of Sale When an invoice is created the Cost of Goods Sold account will be debited per the account assigned to this field The GL account must come from the GL Account table Enter in the GL Cost of Sale field by typing in the account code or using the drop down arrow to choose an account from the General Ledger Lookup screen Notes In this section enter information to the Stock Number that may be of help as a point of easy reference or operational instruction Suggestions include manufacturer or vendor information such as phone numbers or part numbers acceptable substitutions or historical information Adding Image Refer to the image screen section in this chapter 88 Inventory 2010 Rental
212. ck program displays the stok message Success followed by the description of the stock If there isan Quantity error when returning the shipped item program will display an error message in red Exit Order The Order number you are working with SRE Last Stock The stock number of last returned item Success PALSSTOCK1 Last Quantity The Quantity of last returned stock Mode RF 5532006 02 0447 Stock The stock number of the item that you want to return Quantity The Quantity of the items that you want to return Print Checkout Sheet For description of this section refer to Refer to Print Checkout Sheet in checkout section Quote Scanner program allows you to add items to a Quote Please note that you Res need to create the Quote in the RTPro desktop first Also note that the Order Status of it should be Quote Scanner does not allow items to be 9rder a Re added to a Reservation or Orders ad cut Just enter the equipment with the proper quantity and press the OK button equiscow Program also allows you to scan the Barcoded item in the Equip Code quantity box and enter the quantity and press the OK button After you are done adding all the items to the Quote you can print the quote sheet by pressing ok print Quote the Print Quote button Order The Order number for the Quote Last Equipment The Equipment Code of last item added to this Quote Mode RF 5 2 2006 23
213. cked program prints Discount Actual Price columns as blank and the word No Charge in the Extended column for the Quote Sheet Checkout Sheet Current Week Contract and Invoice Detail reports Note If you remove or change equipment that has accessories the system will ask the user if the accessories should be update if yes the accessories will be removed from the order as well ue i Order Processing 2010 Rental Tracker Inc Note The program allows you to type on the quantity for the 2nd level accessory items in the Rental Order Screen and in both pick list methods ONLY if Allow Modify 2 Level Accessory is checked in System Setup Please note that if the quantity changed to Zero then the accessory line will be removed from the rental list Rental Miscellaneous Items Miscellaneous Rental Items can added to an order These are items which a rental equipment code does not exists To add a miscellaneous item enter Description Quantity and Price Also other information such as Discount Replacement Price and Taxable can be set for each item To add additional miscellaneous lines press the down arrow key after the last miscellaneous entry Miscellaneous lines should be used sparingly Statistical information cannot be obtain from miscellaneous items Summary and Totals When clicking on the Display Totals button order header information such as ship date return date usage begin date usage end date discount shipping method
214. ction CONCO Concept Lighting Cooperstowen Hall Of Fame e moe agmg eses mou 2006 08 27 4100171 Order 500193 Po 34 9 200 00 E E 00000 6 200 00 _ C CC eee 2004 02 07 100223 Order 500357 50 0 350 00 6 270 00 Current 6 270 00 1 30 0 00 31 60 0 00 61 90 0 00 gt 90 0 00 ES Account Receivable 2010 Rental Tracker Inc Print Statements by Production In this report users can select single or multiple productions to see the statement of transactions due to a particular date interval Select the Statement Date and the Statement Date As Of Date from the system calendar x To include the order information and unapplied payment in As Of Date 8 23 2010 the report click their checkboxes l LE Production D You may see a result that looks like the following table I include Onder Information Include Unapphed Payments Footer MOK X Cancel Let P Hep Example EC Account Receivable 2010 Rental Tracker Inc RTI Studios Track er i 12481 Tejas Court statement Rancho Cucamonga CA 91739 10 10 2010 668 595 6041 Page 1 ABC Studios 2222 Burbank Blvd Burbank CA 91111 MODERNFAM Modern Famil Date Transaction Amount Balance Balance Forward 6117 2010 Invoice 670063 324 75 324 75 6117 2010 Invoice 670064 9055 5 960 25 6117 2010 Invoice 670068 546 2 1 526 50 6 21 2010 Invoice F6 70072 1 062
215. ction Leave this option blank to show backorders for all productions Stock You can choose a specific stock and print the report for this stock only Leave this option blank to show backorders for all stock s in the inventory Location If you use multi location features you have another option to select one of your locations and see the reports for that specific location only Example ton Reports 2010 Rental Tracker Inc Rental Tracker Pro Demo Company sales Back Order Report Date Tine 2006 06 13 4 42 41 PM Page 1 of 1 OrderBy Stockhao Shipment AllBackOrder AA AO e Date Ordered Shipped BackOrd OnHand PGS fome To Home 2 2005 06 19 GOT OO 000 500885 Come To Home 2 2005 06 19 TG0972 500688 Come To Home 2 2005 0619 Teos oo Sales on Hand Report C Sales On Hand Report RTPro Demo ex For each type of stock in your sales inventory this report displays the quantity on hand as well as the replacement cost Sot By and price You can also use this report to get a total value of F Description your sales inventory as of today or on any date in the past C Stock Options Print Stock With Zero Quantity On Hand Sort By Specifies the sorting order of the records on the As Of Date fiero report You can sort the report by Description Stock pe Print Stock Numbers With Zero Quantity On Hand Location If checked all stock regardless of the qu
216. ction The return method can be entered or selected from a drop down list To setup return methods refer to the ship method table in file maintenance section The return method prints on various customer reports Production Status There are two different types of status for a production Open and Closed Open status of the production will allow new orders to create rental amp sale items to order checked out and returned and allows for billing If a production is marked by a closed status then the production must have all items returned and billing must be completed When marking a production as closed the system will check over all the orders for the production and will give a message whether it can or cannot be closed Once a production is marked as Closed a process can be run in RTPro to move closed productions to history When a production is moved to history then all the orders rental amp sales activity and billing will be moved to history for that production The information in history can be reviewed and restored to live area within the History module Refer to the Administration module month end closes section for details on moving productions amp orders to history Payment Type Payment Type should identify the typical way that the production will pay for invoices The payment type will default over to orders when new orders are created The payment type is validated against a table Ca Setting up RTPro
217. customers in a condensed format with 2 columns They can mark items in this list and Paper Size Letter 81 2 by 11 inches order items they want The report can be filtered to show department or location Department Ds Note There is a checkmark in Sales records named Print on eae UT y Sales Pick List Only checked items will print in this list Options Department Shows only the item belonging to this Department Leave this blank to show items from all departments Location If you use multi location features you have another option to select one of your locations and see the reports for that specific location only Example e Reports 2010 Rental Tracker Inc RTI Studios Page 1 of 1 Sales Pick List 10 10 10 Customer Mame Pickup Date O Hu TEME QTY DESCRIPTION PRICE I ER Ho eree O FEHMIDESS fSKHMIDE Globe SONY BonyFroecter O cearo fal a Le E Garona para pet e UE Hardware 000 GLOVERUS peves Rubber Back E a D eee a M SCREWDRVR Boreu Driver STEELLOCK penes Se mew EE OO oe Lh a Ek TETOFFPGER SKI FF Fongen Balas a o Mame HARRER A pa SHARPE a 22 SHARFIERED E arpiesF Ati APEGRNA Poe SeT Tes CIA Sales Reorder Report Pi xi Ce Sales Reorder Report RTPro Demo Use this report to find out what you need to reorder for your sales Inventory Using the current quantity in stock the Sort By quantity on back order m
218. cy number Depending on the criteria chosen you can use this report to Soit by determine those productions that have no insurance Production Code information on file or those with policies that have expired C Production Tide T Heb Options Insurance Expires As of Date If a date is entered any insurance that expires on or before this date will be included in the report Blank Dates Include Blank Dates Exclude Blank Dates Blank date only Sort By Specifies the sorting order of the records on the report You can sort the report by Production Code Production Title Example Rental Tracker Pro Demo Company Insurance Expires Report Date Time 2006 06 1910 00 04 4M Page 1 of 1 Sorby Productiontode COREE Title Date Compa Poli ae CS Insurances nc DM O come To Home 2 2006 06 20 Temes OOOO NC ConceptLighting 2006 is 30 Allinsurances Inc Orders Attached to a Purchase Order Use this report to determine what orders have a purchase order assigned to them If a Production has given you the same purchase order number for more than one order all of the Production orders linked to that P O would display The report contains POH TP El order number creation date the status of order and contact information Location Options Production Select a production to limit report to show only purchase orders for that production Leave this option blank to show p
219. d You may choose to see rental value by Month Year or by Quarter You can filter the result by Department Category Equipment Date range and Location Example E Rental Inventory Yalue By Month File Customize Help me SBSel SC b oa Rental nventory Value By Month 30 000 000 AMI re lid Di nr 4 Ed 80 000 000 ASSIS s Fel 70 000 000 a 8 Pa z an pa E 5 La 80 000 000 G i i rG T amp s0 000 000 A a a m mro 76 019 955 417 i PAi TE MayO 76 039 955 417 40 000 000 ia M Octo 76 039 955 417 aT 30 000 000 4f 20 000 000 10 000 000 g i E Sep07 76 039 955 417 APOT Aug07 Feb07 Jena Sales Inventory Value This report shows the value of any equipment in your sales inventory during any particular period You may choose to see rental value by Month Year or by Quarter You can filter the result by Department Category Stock Date range and Location wf OK AM Cancel EF Lin View Options Icons After you have selected a graph from the library you may adjust the layout of the graph using the icons on the tool bar Click on the icon to view the selected design e Pie Chart H Vertical Bar Chart El Show 2 Dimensional 250 Reports 2010 Rental Tracker Inc 3D Show 3 Dimensional Vertical Bar Chart Options When viewing a graph using the Vertical Bar Chart you may adjust the layout using o
220. d Date Range Filters the report to the requested Retired Date Range If the Begin Date is left blank then all items retired on or prior to the End Date will print If the End Date is left blank then all items retired on or after the Begin Date are printed Production Shows only the items that are retired and linked to an order for this production Leave this blank to show items from all productions Location If you are using multi location features you can also select in repair equipment by your locations Currency If you are using multi currency features you can select which currency to show for the replacement and repair cost Format Select layout of report between Summary and Detail Sort by Specifies the sorting order of the records on the report When the sort order is by Department Category Retired Reason Production report also groups the printed information with a group header Example EURE Reports 2010 Rental Tracker Inc Rental Tracker Pro Demo Company Retired Inventory Report Date Time 2006 06 13 3 41 23PM Page 1 of 1 Location LA DateRange 2006 06 13 Sorty By Equipment Format Summary Location LA Currency US A mee ee pe foment Code Comments PELOTON HM HEADFDFFG PL tem Retired ByPhysicallnventory Process Oman O POET aR e SP UE EAS e RC s e Sales Pick List This report shows a list of all sales items in the shop This PRA report can be printed and given to
221. d and can be entered or selected from the Space Table lookup Start End Time The space start and end of working time can be set here All day event It means this space is dedicated for a customer for the entire day Color When adding a new schedule for the space this color will be used as a default color Note User can change the color manually while adding a new schedule Billable Select this option if the space schedule should be billed when the order is being billed Billable Type The type of billing that will be charged against an order should be selected here Rate This is the rate that program charges customers on the non weekend working days Weekend Rate This is the rate that program charges customers on the weekend days Fore Use Normal Rate If checked program uses normal rate for calculating billable amount no matter if the space schedule is in holiday or not Fore Use Weekend Rate If checked program uses weekend rate for calculating billable amount no matter if the space schedule is in working days or not Billable Amount Explained at the end of this document Taxable If checked program charges the tax The tax type can be set from the Order level GL Account This field is required and can be entered or selected from the General Ledger Lookup E Labor Space Scheduling O 2010 Rental Tracker Inc Notes Area Additional notes can be typed here This can be the description of job that the space is dedicat
222. d is for the locations the user has access to If the Location is blank and the user has location access then the program will show the orders against the users current location access that is noted on the main RTPro screen Note Users can select multiple equipment codes and production Note Double clicking on a row will bring up the Order Header Screen Note The Gantt screen is accessible from all screens using ALT F2 150 Order Processing O 2010 Rental Tracker Inc Note The Gantt Chart show items that their return date is passed and the item that still not returned as Red Gantt Chart For Equipment Scheduling RTPro Demo Company OI x File Search Help Orders Reservations x F v v a Y El In Equipment Y Start Date 12 8 2008 Location TORONTO Le End Date EE Oty 2 Dec 20 Dec 30 Order 25015 AVION FILM PRODUCTIONS INC jfideriosmie AviON FIM PRODUCTIONS INC pae Der 28 rde AON FILM PRODUCTIONS INC ACCES0005 2K BARNDOOR Qty Owned 10 Gt Now 23 2008 Now 23 OrderH24986 QUOTES KE 4 Browse TE Order Processing O 2010 Rental Tracker Inc i Order Processing 2010 Rental Tracker Inc Chapter Billing Module There are two types of invoices that are creatable through billing module One type of invoice is against orders The second type of invoice is an invoice not attached to an order This type of invoice is used for miscellaneous charges I
223. d over and remove them from your sales inventory items that are counted Short When you click on this button a message box will appear for taking your confirmation Print Worksheet A This button will print the sales physical inventory grid 100 Inventory O 2010 Rental Tracker Inc Update Prices Changes in prices of individual Equipment Code or Stock Number may occasionally be done in Rental Inventory and Sales Inventory see Rental Inventory and Sales Inventory earlier in this chapter However those changes must do one at a time and they take effect immediately To implement a major price change across the whole inventory the Update Prices process can be more effective First the inventory will appear in a grid style worksheet that allows you to move directly from one entry to the next Secondly the prices will not take effect until you are ready For example you may be planning a price change to take effect on July 1 to coincide with the release of a new catalogue You may prepare input and review the pricing during April May and June On July 1 with the press of a button the new prices can roll into system Quotes done on July 1 and after would use the new prices Enter New Rental Prices To get to the Update Rental Prices screen click on the Update Prices drop down tab and select Enter New Rental Prices Update Rental Prices Screen The Equipment Code Description Daily and Weekly Prices default over from the equipment r
224. d that date Location If you are using the multi location feature you can filter report results to a specified location Currency If you are using the multi currency feature you can select the currency to print values for it Format You can include all records in report or select to print all invoices uploaded or non uploaded invoices Example E Reports O 2010 Rental Tracker Inc Rental Tracker Pro RTI Studios Subrental Equipment Revenue Report Date Time 10 10 20102 37 32PM Page 1 of 1 Date Range 1 1 2010 10 10 2010 Location LOSANGELES Currency USD Description UnitPurch Repalcement Subrenta ee E aaa Days Sub E TISTOOGEAR Dog 400 00 BO S2000 00 Texaorate eothicPiasttencs a Ne 00 He a sre0 00 URVED 1250CuvedBencch D 5400 00 aooo 4 5160 00 HASISLATEE ereen ete Berg Poo 10 00 al Sre000 fekalghatees ME SOI ELECTO EE HO 54640000 A ae E 2900 08 E HU E E of A M 0 12K FF _ 8 __8420 001_ 12 000 061 20000 pe 670 00 o 800 00 to oe _____ 80 00 574000 148 00 160 __ 1 450 00 For each Stock Number with activity during the specified criteria this report will display all purchase quantities and ue D amounts sales quantities and amounts and adjustment quantities and amounts It lists quantity and amount totals Category E for each Stock Number as well as report totals Faut Stock D WE Options Last Stock Department Sel
225. d time 2 2 2009 04 30 PM Color a W Billable Billable Type Hourly Hours 9h 30m Occupation TECH Technician F LI Rate 20 00 ee weekend Rate 25 00 Normal Rate Weekend Rate Billable Amount 190 00 M Taxable GL Account 3600XxX101000 Rev Labour Lighting For setting up the system Create Date 2 1 2009 Revised Date 3 2 2009 5 26 00 PM Create By CSR Revised By CSR Order This field is required and can be entered or selected from the Order List Lookup Employee This field is required and can be entered or selected from the Employee Table lookup Start End Time The labor start and end of working time can be set here 230 Labor Space Scheduling 2010 Rental Tracker Inc All day event It means an employee works for the entire day for a customer Working hours will be calculated based on the working hours that are defined in the Employee Detail screen Color When adding a new schedule for a labor this color will be used as a default color Note User can change the color manually while adding a new schedule Billable Select this option if the labor schedule should be billed when the order is being billed Billable Type The type of billing that will be charged against an order should be selected here Occupation Labors occupation can be selected from the table Rate This is the rate that program charges customers on the non weekend working days Weekend Rate This is
226. d will not be saved If you are in the edit mode the edit will cancel e This is the refresh icon When clicked on the entire screen will refresh back to what it was prior to editing the information A These are Navigation Buttons Use these buttons to navigate between records in list While navigating an arrow d will show current record in front of it in list e The three dots icon is called the ellipse The ellipse is the lookup icon If it is clicked on a listing of records will appear For example if you are in the parent screen and the ellipse is pressed a list of all the parents will appear If you are in the production screen the production listing will appear Inactive A record can be inactive To make a record inactive click on the Inactive box and a check mark will appear Only certain areas have the inactive icon On the production screen if the inactive is check marked there cannot be orders added to the production and certain functions will not be allowed The system will notify the user if the unavailable option is selected The message will read Production has been marked inactive please see management An example of using the Inactive status is when you need to talk to someone working on the production perhaps you need an additional PO or need the correct billing address To mark a record as active Click on the edit icon click on the inactive box and the check mark will be removed and then save t
227. dded to the bottom list Note Another way to check out Nonbarcoded items is by using the Main List Select an item then from the Checkout menu select Non Barcoded Single or press F4 You can setup RTPro to show ordered quantity as default value in Input Box See Administration Setup Checkout Options for details Using Non Barcoded Dialog box From Checkout menu select Non Barcoded Dialog or press F3 The Mass Non Barcoded Checkout Screen will open and show the selected non coded item Cursor will focus on quantity Enter quantity to checkout and press Enter This dialog will browse items to the end and after checking out each item it 133 Order Processing 2010 Rental Tracker Inc will show the next item in the list If you check Miscellaneous or Subrental you will see all Subrental and miscellaneous items too Mass Checkout Noncoded items Click on mass mode button or select Non Barcoded List from Checkout menu or press F5 The Mass Check out Nondoded screen will open adjust filter if you want to see a partial list of items If you want to see Subrental and misc items click their boxes Press F2 to refresh list Now you will see a list of all items that are not checked out yet including items partially checked out Enter checkout quantities in the QTY column or press Include All button to set quantities to check out equal to quantity ordered Press F3 to update order and continu
228. de List of Rental Inventory Items 55 In this list a filtered list of inventory items in the inventory can be seen When opening this screen before choosing a filter either no records or just current records might be seen on it You should assign a filter to the list to see a correct list based on your selection Click filter icon Y choose your desired filter and press ok A filtered list of inventory items will show After this if you click on List icon you will see the same list To clear filter press clear button on filter screen Double click on items in list to view details Also the list of rental inventory items is accessible by selecting List under view menu Changing Noncoded Items Keep in mind those records for Non Barcoded items are kept in groups from the sessions in which they were added When you make changes to the Noncoded record that change applies to all items in the group To find the item number for a group of Noncoded equipment go to the Rental Inventory Screen see Inventory Items in this chapter The noncoded items are indicated in the noncoded column They are assigned a group number that consists of the equipment code number and in parenthesis the number of the group For example the first 10 items for equipment code 12345 would appear as 12345 0001 if later an additional 10 were added the second 10 items would appear as 12345 0002 and so on To view or change information for a group of Noncoded items ente
229. de Last Equipment The equipment code of last equipment checked in Last Quantity The Quantity of last checked in equipment Main The main item code for which this equipment is an accessory to Code The equipment code of the current item that is being checked in or the check in being canceled ES Barcode Scanners O 2010 Rental Tracker Inc Description The description of current equipment Print Check in Sheet From this page you can print the Check in sheet of an order This is the SEL same report that you can print from the desktop version of RTPro and it is C Returned and Remaining Iterns added for convenience to the scanner program This report saves the 6 alRetumed Items selections you have made and defaults them for the next time you print it Partial Returns Remaining Items Print Replac Price Select Information O Loss amp Damages Only Returned and Remaining Items Print both returned items and remaining ones Note As Exch 7 Separate By Order Print Kit Heade Print Qty Out All Returned Items Only print the returned items in the Check in include Loss amp Damages Copies 3 sheet Exit OK Partial Returns Select this item if you want to print the Check in sheet in a date time period Mode RF 5 3 2006 03 39 45 Remaining Items Only print the Check in remained items in the Check in sheet Loss And Damage Only Only print the Loss items or Damaged on
230. de Scanners 2010 Rental Tracker Inc Cancel Shipment You can cancel shipping of an item here Simply enter the Stock EEES Number and the quantity you want to Cancel and press OK Please note that canceling a shipment removes any record of the item ever shipped He 500880 lt EXPRO1 gt If you want to keep the record of the shipment then you need to return En ee OS the shipment instead of canceling it If you are canceling multiple stock the Last Stock shows the last stock that you successfully canceled the stocks shipment for Quantity oo Order The Order Number you want to cancel the Sales Shipment Last Stock The stock number of last canceled item Last Quantity The quantity of last canceled stock Success PALSSTOCK2 Stock The stock number of the item that you want to cancel its shipping for Mode RF 5 3 2006 03 02 56 Quantity The quantity of stock that you want to cancel its shipping for Return Sales You can return shipment of Sales stock in this screen Please note that if LME shipment is returned the record of the shipment and the return is stored in the program If you do not want a record of the shipment and the 9 500880 lt EXPRO1 gt Last Stock PALMSTOCK1 return to be saved in the program you should Cancel the shipment act quantity 2 instead Cancel of shipment is allowed only 1f the order was not billed for Sales Upon a successful return of the sto
231. ded price on the rental order entry screen will be noted in yellow Note Subrented items cannot be more than ordered quantity Subrental Records The system shows all subrental records which belong to an order By pressing F11 or clicking on the Subrental Records in Subrental menu a list of all subrental records will appear In this screen subrented items can be edited deleted and fields like Quantity to Subrent Vendor etc can be modified Note When items are subrented as a Kit the kit items will be shown in a light yellow color in Subrental Records screen Edit Vendor Subtotal Vendor subtotal can be edited through the Edit Vendor Subtotal dialog box If user types the new value program will distribute the value across that order vendor and po This option is accessible through the right click menu Printing Subrental Purchase Order Subrental purchase orders can be printed by selecting Subrental Purchase Order item under Subrental menu This sheet shows a full description of Subrental Purchase Order PO SPS10003 Vendor ACEDO Ace Rentals Address 505 M Fairoaks Phone 300 809 5555 Pasadena CA 99999 Orders 500880 EP EA AAA EA Extended 500850 500845 500949 4 500949 500949 500949 500949 500949 500949 006 053 500545 500949 006 053 Sub rent Equipments using Pick list Select Subrental Pick List from Subrental menu A list of all equipment across the order will appear These ite
232. delete scanned rows then post them Action Select Existing Batch There is an option in Batch Download Screen which displays all the existing batch numbers This option will list all recorded items for the selected batch number From Action menu click on Select Existing Batch a dialog box will appear Enter batch number or select a batch number from a drop down menu Change Post Date Across All Items When items are scanned into the scanner a date is entered This represents the checkout or checkin date of the items If the date is incorrectly entered and you need to change the date prior to posting the information to the order you can enter in the new date The date will be used when posting the records to the order Enter Date RTI Studios x Enter New Date as x Cancel Help Upload from File This should be used with assistance from Rental Tracker This will allow a file to be imported into the batch download screen The file format must be in the format supplied by Rental Tracker EC Getting Started 2010 Rental Tracker Inc Email Downloaded File to Tech Support This should be used with assistance from Rental Tracker E FEB Download From Scanner Function imports barcode information from batch scanner to RTPro If there is a previous batch downloaded in the system the system will prompt to overwrite it If previously imported data was processed before answer yes The scanner must be connected either
233. dered equipment in the upper grid will open Inventory Po Rental Transaction This screen displays the rental transaction for the selected purchase order such as received quantity invoice number and the date of transaction Here you can add received equipment to inventory If you are adding equipment to the rental inventory system will prompt for Noncoded properties if this equipment can be added as Noncoded to the inventory Inventory PO Sales Transaction Double clicking on the ordered equipment in the lower grid will open Inventory Po Sales Transaction The sales transaction for the selected purchase order such as quantity invoice number and the date of transaction will display on this screen Here you can add received equipment to inventory If you are adding equipment to the sales inventory system will prompt Sales Inventory Transaction Screen Enter the quantity and press post edit Invoice entered in for the PO E The invoice number and invoice date for the selected purchase order can be entered here Inventory PO Invoice Detail io Purchase Order 2010 Rental Tracker Inc The invoice details for the selected purchase order for both rentals and sales will display in this screen Inventory PO Invoice Received E When purchased items are received they can be added to the Po invoice through this screen When all items are received completely program highlights the completed purchase order in yellow Note You can
234. dividual productions Shipping Use General Ledger pau If the Accounts Receivable or General Ledger is used then Restocking EE y checkmark this indicator Default Include on the Order to Bill screen If you check this box each order which has billable charges will be included by default in Order to Bill screen Require Billing Schedule on Orders When you check this box you must first define a Billing Schedule for an order and then you can make a bill for it otherwise an error message will appear to the user that the order has no Billing Schedule and invoice can not be created Default Terms There is a drop down selection from the Terms table The terms will default over to the production header See Terms definition later in this chapter Invoice Tab Invoice Footer Default invoice footer can be selected here The program will default over invoice footer when printing the invoice report Note If there is default footer on the Location level the location level default footer will be used If the location level has no footer the program uses the footer that is selected in system setup a Setting up RTPro 2010 Rental Tracker Inc Invoice Label The term Invoice can be changed to suit your company s need The label will use throughout the system For example some shops may use the term Invoice Support Document or Support Document Print Date Time and Create By on the Invoice Header When inv
235. ductions In Production List you can see a list of all productions defined in application They may be active inactive or closed and their color will change based on legend above the screen o Option to print mailing list is also available here Managing Production records Production records can be added by clicking on icon To edit existing records you can double click on them or select record and click on icon If you want to delete a production record you should ensure that record was not used in orders or invoices This is the Billing Schedule function RTPro is designed to create invoices for billable rental items on a weekly basis See Billing Schedule for more details If this production has a billing schedule a red box on right of screen will show that G This is New Order Icon See Create New Order for more details ES If there is a note for this production a red box will appear in right of this screen ES named Production Notes If this production has parent notes a red box for it will appear there too If production has Blanket Deposit a red box on right of screen will appear Es Any additional notes can be added to the production If production has notes on file then a red box will appear on right of screen showing there is a note Create Edit Production record There are two ways to create a new production 1 Click on plus icon from the Production List in Administration module 2 You can create
236. dule Templates Creating a template In order to create a Billing Schedule Template Billing Schedule Codes should be created first See above Code Use the dropdown arrow to choose a code from the Billing Schedule Code table Weeks This is the number of weeks that will be billed for the cycle Discount Percentage This is the discount percentage to apply to the specified cycle If a discount should apply to a rental or charges enter discount here The discount will apply when billing the order The discount does not affect the Rental Order Entry Screen Cycle This is billing cycle period There can be no gaps within the cycle numbers for a given billing schedule Start at one and add one for each cycle necessary In the following example the Code RTPRO should add three times Code Weeks Discount Percentage Cycle RTPRO 1 l RTPRO 1 25 2 RTPRO 1 50 3 At both the production level and order level a billing schedule can be added from the template Simply enter the code where prompted The date fields will populate according to the order and template criteria while the rest of the fields will populate with the data from the template These fields can be edited and additional cycles can be added by clicking on the add button However because the Stop Loop and Cycle fields cannot edit consideration should be given to how many additional cycles might affect the schedule Billing Schedule Codes There should be a billin
237. e Another Confirm screen will appear asking if you are sure Click Yes to continue and finish the process Inventory 2010 Rental Tracker Inc 104 Inventory O 2010 Rental Tracker Inc Chapter Order Processing Module The Order Processing Module handles all the rental quotes reservations and orders sales orders rental checkout rental sub rentals and rental Check in This module allows the user to create parent production contact and order records When entering into the Order Processing Module the Order Processing Screen will appear Understanding the Rental Tracker Hierarchy Rental Tracker Pro operates on a three tiered hierarchy The first level of the hierarchy is the Parent Level The next level is the Production Level The third level is the Order Level Each parent company can have several productions Each production by itself can have several orders ABCD Studios Order 12345 Order 8 656 Order 98777 Order 36455 Order Description Description Description Description BackYard Scene Lighting Package Stage 11 Truck Package The Parent level is optional while the Production and Order levels are required The Parent level allows the user revenue generated by a parent company There is a fourth level which is optional This level is the Contact level and it is linked to orders A contact is a person such as a best boy gaffer or lead man responsible for the rental items Orders can be retri
238. e column enter an equipment code or press the down arrow to access the Equipment Lookup and choose the equipment you wish to add or from the Record menu select Drag Drop feature F3 to add items in the list as accessories Note Users may preview all the accessories which are listed and separate them with their main Equipment code on the Accessory Records All screen To access this screen select Full Accessory Screen from View menu or hit F9 key Note In the Accessory List screen if Product number and Equipment code are not the same cell color will be changed into gray Note Product is the middle level in inventory Each Main Equipment can have many products and each product can have many types of equipment as its accessory Daily and Weekly prices These prices default from that equipment code s record However you may change the price if you wish for the equipment to rent at a different price when it works as an accessory than it does when it goes out as a main code For example the equipment may rent for 5 00 per day when it goes out by itself but is included in the price of the main code when it works as an accessory so in the Accessory List enter a price of 0 00 in the Daily field Auto Include The quantity entered in this field is the quantity of this accessory that will automatically be ordered when its main code it ordered With this feature when ordering you do not have to enter a main code and then enter each of its acces
239. e or press F10 to update and exit RTPro can set default quantities for check out if it 1s setup to do it See Administration Setup Options for details Note If All is checked program will list all items including Rental Subrental Misc and Misc Subrental Note To have mass cancel non Barcoded items in a list select Non Barcode from Cancel menu To cancel Subrented items select Non Barcoded from Cancel menu and check mark Subrental and press F2 or click on the Refresh button then enter quantity of items you want to cancel In the same way miscellaneous items can be canceled To cancel all check All Checkout Miscellaneous Items Checking out miscellaneous items is the same as Noncoded items Press F3 or F5 to mass checkout or F4 for single checkout Checkout Subrental items Checkout single Sub rented Barcoded item At the bottom of the screen click on Subrental Barcoded tab Choose vendor and equipment code If the application is setup to get a serial number enter it in then scan or enter in the vendor s barcode number Checkout mass sub rented Noncoded item On Rental Checkout Screen by selecting Non Barcoded Dialog under Checkout menu or pressing F3 the Mass Non Barcoded Checkout Screen will appear Checkmark the Subrental box and choose vendor of subrented item press F2 or click on the Refresh button the first sub rented item will display Enter quantity and press Enter then continue to checko
240. e column is defined If label of column is Green data is sorted on that column In above sample the data is sorted alphabetically by Equipment Code To change the sort sequence position the cursor on the label to sort In above example data can be sorted on the department category or perhaps the description column Note RTPro has ability to sort data on a grid using multiple labels Hold Ctrl key and click on the label of each column that you wish to have sorted data Columns can be shorten or expand by placing the cursor on the vertical line separator and dragging the cursor left to shorten or right to expand Columns can also be dragged to different positions on the screen To drag a column position the cursor on the column label hold down the left mouse button and drag the column to another position After customizing columns order and width the screen setting will be saved for the workstation Most of the listings cannot display all data on the screen There is possibly more data to the right of the screen To view additional data to the right of the screen click on the right arrow on the bottom of the screen or drag the square E to the right Within several listings the first few columns of the grid that is displaying can be printed To print the grid click on the File menu at the top of the screen and then select print grid Printing Grid Data In some grids there is an option to choose paper orientation when printing I
241. e file menu Enter the barcode number and number of prints you want for each barcode You also can choose a range of barcodes to print by selecting the Range tab at top of the Barcode label print screen and enter the desired range and count of each barcode to print Crystal Reports There is a new option in the system that can run reports on crystal reports With this feature you can customize your reports Each report can have a designated if the report file is registered and crystal report is installed on the user s computer then a customized report will run instead of an original report You can register crystal report files from the report module by selecting crystal report from the file menu A list of registered reports will appear Press the register button and fill in the report information You can also design a new report with a new crystal report button Note Designed report files should be saved in a folder that is registered in the setup module For more details see Crystal Reports Path in management module EUR Reports 2010 Rental Tracker Inc Inventory Reports Accessory List Report rm LA This report shows a list of Equipment with their associated accessories The report displays Equipment Code and Accessory List Report RTPro Dem Teix 1 a i M select Description which accessories are auto included and daily C Print Daily Price pricing weekly pricing or both This report also shows
242. e filtering criteria are available such as production location or currency Unbilled Repair Tickets Location report sheet contains ticket number the creation date of repair mr pe ticket and other useful information You may find this report under Reports menu Ea T Unbilled Repair Tickets Report R Teix Rental Tracker Fro Demo Company Unbilled Repair Tickets Report DateTime 2006 06 11 1 59 19PM Currency US 0 2003 06 18 EXPROT 200301 A nee 2005 0714 COMEHOM IL 140 00 mn S 2006 02 15 TMPRO E Motion Picture Equipment 50921 A 079 93 574112 TERE 705 05 ay Billing 2010 Rental Tracker Inc Print Range of Invoices This option allows for printing invoices in a batch range Production Code Production Code A You can specify single or multiple productions To A A select multiple productions use its icon in front of the y res Last rose gp production code field A range of productions can be Di Typa Pl selected thru the Select List This list can display Create Date Begin a productions by codes descriptions or both Create Date End Pe This report can be filtered by using an invoice range or Summary r Enae an invoice creates date There are options available to Delai F FrintCrects F print Summary Detail and General Ledger and other Sense L ados E De F settings If your company is multi Location you can also choose a location to filt
243. e if more non Barcoded items are to be retired Restore Noncoded Items ap Click on the Action dropdown tab and select Restore Non Barcoded Items or click on the Restore Non Barcoded Items icon You will come to the Restore Non Barcoded Items screen The system will prompt for the equipment code location and quantity of the restore History ME JE By clicking on History icon Rental Inventory History screen will appear On this screen the Order number Production Date Out Date In and other information about the retired Barcoded item can be seen On the top of the page the Barcocde number and Equipment code is observable List View Retired Inventory screen will cover equipment that has been retired By pressing Refresh button at the top right side of screen all the retired equipment can be seen as a list You can filter this list to see the desired retired equipment Note Right clicking on any records in this list the Barcoded or Non coded items can be restored to the live area by selecting Restore option Repairs Sometimes you need to send some of your rental equipment for repair For managing this task you can go to repairs section In this part the system will let users add a new ticket and insert equipment that must go for repair to it Any equipment that you want to send for repair must be in a ticket Repair Ticket List In this page you will see all ticket information For viewing all tickets and the information of
244. e main menu of the program This way you can login back to the program without exiting it Can email a Quote to my customers Yes you can send any reports including Quote and Invoices by first viewing them on the screen then clicking on the Email icon from the preview screen RTPro works with Microsoft Outlook Netscape or any email program that uses MAPI or SMTP You may need to setup RTPro to work with your email system To do this from the main screen of RTPro select File then select Email Settings and fill in the required information Can save any RTPro Report Yes you can save any RTPro reports by first viewing them on the screen then clicking on the save icon You can save reports in the following formats Adobe Acrobat Document PDF HTML Document HTM ET F A Q O 2010 Rental Tracker Inc Excel Document XLS RTF Document RTF Text Document TXT How do change my password From the main screen of RTPro select Edit and then select Change Password Follow the prompts on the screen How can I change the beep sound that hear from the computer when scan a barcode From the main screen of RTPro select File and then select Beep Settings You can set different sound for Bad beeps and Good beeps We have included 20 good beeps and 20 bad beeps If you want to add a different beep find any WAV file and copy it to RTPro wav GoodBeep wav and A ARTProwavBadBeep wav How do install a camer
245. e on Line help RTPro includes an on line help that is useful in answering many common questions on how to perform a specific function as well as context sensitive help that can explain field values On line help can be accessed from any screen by pressing F1 In addition from the Main Menu you can click on the Help Button to access the on line help ay Getting Started 2010 Rental Tracker Inc The on line help is broken down into two main windows The first window is the Main window and positioned on the left hand side The Main window contains help topics and used to navigate throughout the help system The secondary window is a smaller window and positioned on the right hand side The secondary window contains procedures and instructions This on line help system is similar to the Windows help system You can bring up the Help Topics window and search for help topics through books as well as the index This on line help is a valuable resource for getting answers to many of your questions Standard Functions Display Listings Grid There are several locations within RTPro where a listing of data is displayed Data sorted on Code 5420 Vineland Avenu 015 W Faroaks Lon Fairoaks Pasa 26516 Golden Valley D jistributi 26516 Golden Valley Road 20 Sant 3405 Petersen Road J 1340 Commerce Stred haies 2468 Kewen Ave udio Equipment Advanced Devic br 5 ervices At the top of each column the label of th
246. e or click on drop down arrow and choose the one whom this ticket is authorized by Production This equipment was returned from this production to repair Order This equipment was returned from this Order to repair Estimated Amount Ticket may cost this estimated amount Billable This check box indicates whether or not a bill should be created for the repair cost Locked Checking this box will lock the ticket and its information cannot be changed Ticket Description This will be the description of the ticket The description should thoroughly describe the ticket Ticket Amount After checking in all items to a ticket you can calculate a ticket amount by using the calculate button Check in Barcoded into Repair First click on the option and then in the Repair Ticket Screen click on the barcode field The barcoded field will be noted in green Enter in Barcode the system will remove the items from the availability and add the barcoded items into repair The items will be attached to the ticket Note Color of Barcode field will change to green when choosing this option Information about added equipment will display to the right of the Barcode field Note Barcoded items can be canceled from repair using Cancel Checkin option available from the right click menu Please note that users can only do a cancel if the barcoded item was added to the Repair Ticket through the Repair Module not if the item was checked in as Damage
247. e price that the equipment would cost today if additional pieces should be purchased too Replacement Price The Replacement Price field is essentially the list price of the equipment This information might come from the suggested list price in a vendor s catalogue Alternatively maintain your own pricing system by marking up the replacement cost Many reports and functions are using replacement cost and price although it is not required to maintain their values By entering and maintaining this information you can save time by not having to look up the prices each time they are needed For example RTPro uses the Replacement Price to determine the value of an order a useful tool for determining insurance needs or when a piece of equipment is missing from an order an invoice can be generated using the Replacement Price If your company is multi location or multi currency you you will see a list of prices for each location and prices instead of Daily Weekly Replacement cost and Replacement Price This list shows available currency and location codes You can click 45224 to open list in full screen mode GL Account The default value of this field will come from Category table if a Category has been chosen for this equipment Otherwise enter the GL Account code by typing account code or selecting it from General Ledger Lookup screen by clicking drop down arrow Although the same GL Income account may be used on all equipment codes
248. e resources to learn about RTPro quickly iy Introduction 2010 Rental Tracker Inc RTPro Help RTPro help is available on line when RTPro is running Click on the Help icon from the Main Menu to gain access to all the available topics for RTPro This could help with questions basic or advanced as the first source when you are looking for help with RTPro You can also press F1 key to access the help Using manuals of RTPro RTPro includes a user manual to help you learn RTPro Like many other software products there may be a learning curve with understanding the software However knowing the software and what it can do could quickly enable you to use it effectively Contacting Support Email is the preferred way to report issues and ask a question You can also contact us from 8 00 am to 5 00 pm Pacific Standard Time at our toll free number 888 595 8041 ext 1 to talk to our support staff If you have a sample report or a screen shot of the program that needs to be sent to us the suggested way is to attach it to an email If that is not possible then send it via fax Our toll free fax is 888 595 8042 What s unique about RTPro software RTPro is an inventory tracking system designed for the entertainment rental industry We have designed the program with the following ideas ease of use graphical buttons and short cut keys In addition we have a list of robust features exclusively for RTPro Ease of Use You can use RT
249. eck this box Use city state zip When you want to use city state zip in your addressing system you should check this box Example When adding new parent if you checked this box system will ask you for relevant city state zip Use PO Location Prefix If you are using multi location feature checking this option will use first 2 character of location for the prefix of the next Purchase Order which will be added to the system Equipment Each checkbox acts as the default value for the checkbox in the equipment screen So users can set the default values of these fields in the setup screen Then when adding new equipment the default values come from System Setup For Example if a company checks Taxable while adding new equipment the box is checked by default Checkout Tab Quote Sheet Footer Default quote footer can be selected here The program will default over quote footer when printing the quote report If your shop is setup for multiple locations the footer can be setup at the location level Note If there is default footer on the Location level the location level default footer will be used If the location level has no footer the program uses the footer that is selected in system setup Print Revision On Quote If checked Program prints the Revision under Date and Time on the top of the Quote sheet Pull List Footer Default pull list footer can be selected here The program will default over pull list footer when printing
250. ecords for each type of equipment on file These four fields cannot be edited from this screen If changes are necessary make them in the Equipment Table see the beginning of this chapter Note New prices may be entered while working in the grid as described below or click the Detail icon then press Edit icon to work in a detail screen mode Whichever method is used the prices will not update to the Equipment Table from this screen You must use the Rollover New Rental Prices feature see below New Daily In this column place the cursor on the equipment line to be changed Enter the New Daily rental price and press Enter to continue to the New Weekly rental price for this Equipment Code or use the down arrow to move to the next New Daily rental price No changes will be made and the Daily price will remain the same for those Equipment Codes that have no entry in the New Daily column Daily Inc When a New Daily rental price is entered this column will reflect the increase from the old Daily rental price to the New Daily rental price in dollars and cents Daily Inc percentage When a New Daily Price is entered a number in this column is the percentage of increase between the old Daily rental price and new Daily rental price New Weekly In this column enter the New Weekly rental price Use the down arrow to move to the next New Weekly rental price Use Enter to jump to the next New Daily rental price No changes will be made and
251. ect department to limit report to show Begin Date Po iS only items for this Department Leave this option blank to End Date 11 20 2007 r show result for all departments Group By De 5 Category Select category to limit report to show only RE items for this category Leave this option blank to show result for all categories Currency OK x Cancel Stock Range You can limit the range of stock numbers displayed in report by selecting begin and ending stock numbers Leave these fields blank to show all equipment You may also select stock from list to include in report using list button in front of first the stock number Date Range To filter report result to show only records between dates use these options If only begin date is entered system includes all records after begin date and ignores all records before that date If only end date is entered system includes all records before end date and ignores all records beyond that date Group by Department You can group report results by department using this check box Location If you are using the multi location feature you can filter report results to a specified location Currency If you are using the multi currency feature you can select the currency to print values for it Example 238 Reports 2010 Rental Tracker Inc Rental Tracker Pro Demo Company Sales Inventory Detail Statistics Report Date Time 2006 06 19 3 27 17 PM Page 1 of
252. ed Ca Labor Space Scheduling 2010 Rental Tracker Inc Show All Displays all available records Active f 0 00am 10 00arr Order 100147 Other Orders Billed Toolbar Buttons 11 Day 17 Wy eek 31 Month Time Grid ml Tear 1 Day This will bring all information that is set for a day of the calendar 7Week This will bring all information that is set for a week 31Month This will bring all information that is set for a month Time Grid This will bring all information that is set for a month and displays data hour by hour Year This will bring all information that is set for a year The scheduling screen consists of three parts 1 Setting area 2 Labor information area 3 Filtering area Setting area T Setting area contains six parts these parts are described as follows 1 Day All Day Events In Content Area If All day event is used for a labor space schedule by checking this option program displays the status of the record in the content area otherwise it shows all day events separately on the top of the grid Time ruler Minutes If checked Time ruler will be displayed to the left side of content area Ja i 4 o go ga 30 g gw 30 Work Time Only If working time is set for an employee through the employee detail screen by checking this option program displays the work time period for only the working days with lighter color Show Day
253. ed Labor Space Tab Company Working Days The days checkmarked as Working Days will be used in the Labor and Space module for billable days Begin Time End Time This is the time used on the Labor and Space module when the scheduling 1s for a day Language Table RTPro has the ability to translate labels and captions to various languages To use this feature use multi language option in the setup screen should be enabled Each language will have its own translation table Users can select one of the available languages and all labels and captions will translate based on translation table contents or if the application is set for a new language you may add a new entry into the table Refer to Translation Table for more details Translation Table Within RTPro screen labels can be changed This feature allows for customizing words or phrases to make them more significant to your shop An example of changing a screen name would be changing the label Production to Customer Translation changes affect screen labels and reports as specified wherever the previous entry appeared On opening this screen if Multi language option is enabled a dialog box will ask to choose a language to customize otherwise default translation table will open To change a screen label Click on the The Translation Setup Screen will appear Enter in the original label name This original label name should be spelled exactly as seen on the screen
254. ed for Note When the order is billed for the selected space schedule program shows the invoice number and its created date on the top right side of Space Scheduling Detail dialog box otherwise this information is invisible Labor Space Grid The screen shows Labor Space records against an Order or Production in two grids The top grid shows the Labor records and the bottom grid shows the Space records Labor Space Grid is accessible from Labor Space and Order Processing modules Labor Space Module When the user opens Labor Space Scheduling list from the Labor module there are filters options available that will help user to display data The user can select a production order date range and location Order Processing Module When the user selects an order and then selects the labor and space menu the program shows the list of Labor Space for the selected order If the user selects a production and then selects this menu item program shows the list of Labor Space for the selected production Labor Space Scheduling List RTPro Demo Company i R E ioj xj File Search Action View Help MI 547 20 duction 20000 me y ion gt Production Stat Date Time Location Ca Refresh F2 Ordertt End Date Time Start End Emwee oeste Dawn noe steer Sipe Howe Rae ge 58 BOBTESTE 3524009 00 00 4H 3452009 9 30 00 4M 40221098000 Hourly 1h 30r 3240 00 25 00 EMPO3S 36 2003 af ff 200 1312820
255. ed vendor Example Cam Reports 2010 Rental Tracker Inc RTPro Demo Company Rental Tracker Inc 12431 Tejas Court Rancho Cucamonga CA 91739 8388 5953041 Fax 909 5224570 F Fr Y http www rentaltracker com Cost Sheet Date 5 5 2008 Time 12 09 37 PM Page 1 of 2 Order Multiple Production 60SEC CHAOS PROD 60 SEC 60 SEC Billing Address CHAOS PROD 60 SEC Shipping 1817 STAFORD ST 2ND FLOOR SANTA MONICA CA 20404 USA _ Phone 310 453 3555 ax 310 453 3444 lio Mi PE EEE Cost Cost Price Price 312532 O2TANKCART 02 Tank Roling cart alul ANESTHESIA 55850 515400 536 50 15400 Total 5247 50 524750 Rental Inventory Value Report This report prints a value of all rental inventory HERES SSS Sa items on file It will print total quantity and total Eee value for each included type of equipment The Sa p Replacement Price value comes from the purchase price of the 59 C Replacement Cost individual items If an item does not have a purchase Pate 271472008 zi AS price the replacement cost from the equipment code used LS a a l Include 0 00 Equpment T Options 3 Department Shows only the equipment belonging to this Department Leave this blank to show items from all departments Category Shows only the equipment belonging to this Category Leave this blank to show items from all categories As of Date You can choose today or any date in the
256. elect to display discounts and item prices on the report sheet Print Optio Print all the invoices in the batch Invoice Summan fw Print Line ltem Prices M Invoice Detail r Print Discount r Print Line ltem Customer Motes Footer Billing Reports Orders to Bill This report is one of the most important reports in RTPro This report reflects all the orders that are due C Orders To Bill Report RTPro Demo Company Print O phones to bill based upon the criteria entered This report F Rentals F Loss FF Restocking should be run frequently perhaps daily or weekly F Sales F Damage F Labor Print Option TO Use Qty Ordered e Shipping FF Space Allows the user to select the types of charges that the Payment Type i ees a end lo end ceri system Should include in the bill For instance when asofbae 9 23 2010 ns bo selecting Rentals the system will look for all the rental Production lis Do ne Bl Beyond Usage End Da items for the order which were out during the billing Pros range The Use Qty Ordered ignores the rental Salesperson A dl check in out and creates the invoice for the quantities Locaion a ordered y DK x Cancel ia List Payment type A payment type can be selected Only those orders matching the payment type will be considered in the report As of Date The As of Date is the date the system will use to look across the ord
257. em Out By choosing this option user can see those orders that have items still out 2 Show All Orders Using this option will show all orders linked to the specific Parent Production 3 Filter by Project Job component or across order which have specific equipment code The order list can be filtered to the selection specified Check in By Production across Sales Orders A production may have several Sales orders Check in By Production for sales will list all Sales orders that are linked to the production This will help when returns are across several orders for the production Click on the Order Processing module select the production and click on the arrow close to Pr icon located on the header bar and select Sales This will open Check in By Production screen for the sales mode All sales order numbers that belong to the production will be listed Check mark Include box besides those orders you wish to include or click the Include All button if you want to select all orders ny Order Processing 2010 Rental Tracker Inc By pressing F10 the Sales Return Screen will appear From this screen items can be marked as returned Canceling of returned items is also available from the Sales Return Screen CE Checkin By Production Select Orders RTPro Demo Company Oj xj File Action Search View Help 120 Show Only Orders with Item Out Include only Orders IEA having this Stock Ca Refresh F2 Include All
258. ems can scan using a batch scanner and then the information can be downloaded to the workstation later See Batch Barcoded Screen for more information Users Currently in RTPro This function can be extremely helpful many times If you need to see who is currently using RTPro click the option and listed will be all the users in the system For example this could be helpful when performing a backup as all users must be out of RTPro in order to backup your RTPro files Options Menu Select Language RTPro is flexible to use different languages You can select a language code which is defined in RTPro from the lookup table Select Location If your company is multi location user location can be selected from the lookup table Edit Menu Change Password The system will prompt for the current password a new password and to retype the new password The change will then take effect If a password is forgotten then a user with access to the user setup must reset the password To reset the password select the user click on edit and type a new temporary password The user should then enter into RTPro with the temporary password and change their password The Passwords are encrypted and not even Rental Tracker Staff will know your password Refer to Chapter 3 Setting up Users and Security Reset Registry This Option allows users to delete all local settings of RTPro that is saved in the registry For example the ordering of grid columns fo
259. ems will go with it For example a rolling rack or case may have a dozen modules attached to it Both the rack and the modules are barcoded items The modules will automatically be checked out when the barcodes for modules are attached to the barcode for the rolling rack It will save you time by checking out one rack to an order instead of scanning 12 modules Noncoded items can also be setup as attachments From the Rental Inventory Entry Screen enter the barcode number for the item you want other barcoded items to attach to it above ex the rack by Clicking Attachment List icon To enter the barcodes to attach click on the first line under the attachment column and enter the barcode number you are attaching above ex the modules Press the down arrow or enter to go to the next line When there are barcodes on the list click on the last one and press down arrow or enter to get a blank line To enter in noncode attachment item click on the last line and press down arrow or enter enter or select the equipment code and enter in a quantity There is a locked column on the attachment list The locked column links the barcode permanently to the main barcode when items are checked in or out There is no substitution of the barcode it is always attached The locked barcode can not be checked out by itself If an item is not locked then the item can be checked out outside of the main barcode attachment link To remove an item as an attachment high
260. ent 1 Click on the plus icon from the Parent List in Administration module 2 Select New Parent option under Parent sub menu in Order Processing Screen System will ask to confirm adding parent select yes After clicking on add or edit icons Parent Entry Screen will open The following fields are available Parent Code Parent Code is a unique code and will be assigned to a parent record The code should be significant and easy for users to identify Through the system users will be able to sort and filter data based upon the Parent Code This field is required Location If company is multi location this field will appear This is the default location when adding productions to this parent The field is optional To setup Location refer to the Location table in file maintenance section Note Location field is available if Use multi location feature is set in Setup Screen Production Type This is the default production type when adding new productions to this parent Choose the type of production from Lookup table Parent Name This is the name of the parent company This field is required Parent Address These fields are the default address when adding a new production to this parent Phone Enter phone number of the parent company here Fax Enter fax number of the parent company here Email Enter email address to contacting the parent company here Shipping Name and Address These fields are the
261. ent type is rolled over from the production to the order header and to the invoice header General Ledger Table GL The General Ledger table stores the chart of accounts which enables you to track the revenue for each type of income The table consists of a code description and Mas90 Examples of General Ledger Accounts are Rentals Sales Tax Shipping Loss Damages etc To access this table you can press General Ledger icon by the toolbar menu or select it from Billing AR dropdown list 6s File Maintenance 2010 Rental Tracker Inc Tax Table Multiple Tax Rates are supported to be setup in RTPro The fields on the Tax Type table are Rental Rate Rental Rate is the tax rate for rentals The tax rate will apply to the rental charges if the rental item is setup as taxable Sales Rate Sales Rate is the tax rate for sales The tax rate will apply to the sales charges The tax rate will apply to the sales charges if the sales item is setup as taxable Ship Rate Ship Rate is the tax rate for shipping The tax rate will apply to the shipping charges Labor Rate Labor Rate is the tax rate for labor The tax rate will apply to the labor charges Space Rate Space Rate is the tax rate for sales The tax rate will apply to the space charges Rental Rate 2 Rental Rate 2 is for countries that support double rental tax rate such as GST and PST The tax rate will apply to the rental charges if the rental item 1s setup as taxable S
262. ental Misc Fa Subrental Pick List Subrental Records Fil Subrental Purchase Order Enter quantities Enter Vendor and PO Click Update Order or press F3 to continue editing or Click Update and Exit or press F10 to update order and Exit Click Yes in message Update Order 0 and click on Update Order wf Update Order F3 3 Update Exit F10 To edit Subrental records Select Subrental Records from Subrental Menu EE Este kaoi HER Edit lines make sure to lock the lines Subrental Subrental Misc Fa Subrental Pick List Subrental Records Fil Subrental Purchase Order ES Handling Orders O 2010 Rental Tracker Inc Update Totals Click DISPLAY TOTALS Button Make edits if r applicable Y Display Totals Enter SHIPPING CHARGES if apply 3 ES Discount O Discount Actual 6 67 00 Shipping LE Curre Tax 13 257 58 Total Print the quote Click on button to print Quote Sheet Select C Rentals Only C Rentals Only Current Weekly Price Sales Only Rentals and Sales Print Line Item Prices J Print Subrental Vendor Jv Print Discount VW Printiweekly Rental MN Print Total Replacement Price Print Kit Header Iv Currency US y Use Billing Schedule f X Cancel EE List Print Pull List Exit order entry screen In Order Processing Reports Help Module from report menu select Pull List report Quick List Print pull list Give Pull List to floor staff Qu
263. er Bil Type 7 FF Rentals Loss FF Sales a Damage i Use Oty Ordered Create a Preview Create the Draft X arcal P Hep Select billing criteria Bill Type Rentals Sales Loss Damage Use Qty Ordered Click on Create the Draft Multiple Order Invoicing Bulk Billing From Main Menu Click on Billing Module Click on Create Invoice from Orders or its icon Create Listing Batch Reports Help 11 Create Invoice From Orders Create Non Order Invoice Credit an Invoice Enter Job or Select it for the list Pacer IM In Orders to Bill screen select criteria and click Refresh the List C Orders to Bill Demo Company 6 ei EX File Search View Invoice Help E O Order a Y y ta Lay TE O Repair Ticket Froduction concor Bill Type Extend to end of Weekly Cycle M Rentals M Loss As of Date 2006 06 07 Do not Bill Beyond As of Date M Sales M Damage Create a Preview Location LA Y Exclude Holds M Use Qty Ordered Shipping Create the Draft Ed orem coon wm oon mw om JE CONCON 500244 M 2003 08 26 2006 06 07 35 104 4395 00 13 045 396 41 35 104 495 00 CONCO 500315 M 2006 06 07 2006 06 07 0 00 5 534 036 00 CONCO 300949 Ti PO 2006 06 07 11 006 06 07 11 11 872 00 1 272 00 10 600 00 11 872 00 Indicates if an order is included in the invoice Billing date range Total of charge or the order Most recent PO used for
264. er Screen press Out button in the toolbar or select Checkout Screen under Goto menu or simply press F7 See Checkout Process later in this chapter View Menu Sales Transaction Screen This screen will keep the sales transaction for the order Each type of transaction is separated by different a color Checkout Menu Ship Sales Sales stock can be shipped using Ship option Mass Checkout Screen This screen will help to checkout mass items which are ordered through the Sales Order Screen Select a desired stock number and click on Mass Ship from Checkout menu The screen will show the stock number and the quantity that should be shipped Enter in the quantity and press Enter After you have pressed Enter the next non shipped sales item will be displayed The last shipped stock number and the shipped quantity will display at the bottom of the screen Ship All After all items are ordered the system can checkout all of them without choosing them one by one To gt ship all ordered items press then the system will ask for a confirmation message Select Yes to ship all ordered items Drop Ship 30 Order Processing 2010 Rental Tracker Inc At times items may not be shipped from your warehouse but instead LEMA l will be shipped to the customer directly from the vendor This 1s a drop shipment When drop shipping enter in the vendor and the quantity Select Vendor and Quartity to Drop
265. er color Time As Clock If checked program changes numeric times to the clock symbol Year All Day Events Only Program displays those schedules that are marked as All day event in the Labor Space Scheduling Detail dialog box Misc Default View The default view for labor Space scheduling screen can be set here Users can select to see this screen by day week month time grid and year Labor Space Navigator W i This option will be helpful when we have more than one labor space in the grid By pressing or program can fit fewer or more labors spaces in the grid Find this option at the bottom of Labor Space Scheduling screen Time Ruler Adjustment A Labor Space Scheduling O 2010 Rental Tracker Inc Users can adjust the time interval within labor space scheduling grid Right click on the Time Ruler on the left side of the grid and select one of the menu items 7 3 60 Minutes M 30 Minutes 15 Minutes J jo Minutes 5 6 Minutes 5 Minutes Note Time Ruler is only available when 1Day view is used Labor information area In this section users can add new schedules for the Labors against an order Select New Labor Schedule from right click menu The following screen appears E Labor Scheduling Detail RTPro Demo Company OI x Invoice Order 60000048 r 70000010 Employee vice victor Mendez 2 21 2009 Start time er212009 07 00 AM E All day event E En
266. er the report Depending on on lb al A how you filter the report it can give you separate pages Part Descour F Pit Voie like Invoice header Invoice detail or GL distribution Print Invcsce Footer T reports Part Line Iber Customer Hotet a Print Only Invoices that have Rentals B Footer Location Invoice Date 2006 06 11 Time 2 13 55 PM Date Created 2005 04 19 9 37 00 AM Created by ADMIN Date Range 2002 10 19 2003 04 19 Production Shipping Address Salesperson Debbie DeSantis 1 m VWeekend Aloft Terms Met 30 Usage Date 2002 10 19 y IE 2002 10 19 2003 04 13 13575 12 Jnvoice Detail Rentals Date 2006 06 11 Time 2 13 59 PM Date Created 2003 04 19 9 37 00 AM Created by ADMIN Date Range 2002 10 19 2005 04 19 GMT aduction Shipping Address Salesperson Debbie DeSantis Project Blof Terms Met 30 Usage Date 2002 10 19 2005 01 25 Equipment Description Bill Days List Disc Actual Extended Begin eeks Price Ya Price Price 45002 ASA 220021 0 28 2003 04 19 26 00 4o0 4 00 104 00 Se 1 I a pando 29 DIFFUSION BAS LT PORT 100 26 00 EDO Mecooot A 2003 04 19 100 ee f 10 240 88 952 64 714 40 11 908 00 166 Billing O 2010 Rental Tracker Inc GL Distribution Date 2008 06 11 Time 21359PM C Invoice 100T6T 7 Date Created 2005 04 19 9 37 00 AM Created by ADMIN Date Range 2002 10 19 2005 04 19 roduction Shipping Address Terms Net 30 Te so een A
267. ered a number in this column is the percentage of increase or decrease between the old Price and New Price Increase All by Percentage To increase all costs prices by the same percentage use this option The number that you enter in Update Sales Prices Increase dialog box is the percent that will be added to costs prices of all sales stock items Note To decrease all costs prices negative numbers can be entered Note Program can round up the value of the price cost to the nearest dollar using Roll Up checkbox if they are increased Rollover New Rental Prices As price change entries are made in the Update Rental Prices Screen see above they will not update to the Equipment Table This allows you to continue to prepare and review the price changes until you are ready to update them all at once a Inventory 2010 Rental Tracker Inc By clicking on Update Prices drop down tab or click on Rollover New Rental Prices you will come to this screen The update may be limited to a Department Category or combination Department If updating prices by Department it must come from the Department table To enter in a department type in the Department Code or click the drop down arrow to choose a department from the Department Lookup Category If updating prices by a Category it must come from the Category table Enter in the Category code or by clicking the drop down arrow to choose a Category from the Rental Category Lookup
268. ering a value the system will validate against the sort order RTPro has an auto populating feature which goes to the closest occurrence of the record as value typing Clicking on the J brings up the complete parent listing Production A production code name can be entered in this field Within system setup sort order can be setup as code or name When entering a value the system will validate against the sort order RTPro has an auto populating feature which goes to the closest occurrence of the record as the value typed in If the parent field is filled in and if it is clicked on the then only the productions for the parent will list This is very helpful when reviewing the productions across a parent Lontact a After selecting a contact in this list click on the order e and a list of orders for the selected contact will display The El icon Will show a list of all contacts Urder Da You can enter an order number here The a icon shows a list menu to choose the most recent 50 200 or all orders If one of the parent contact or production fields was filled in before clicking this icon will show the full list immediately showing orders for that order production or contact There are many fields which are valaidated against tables Some of these types of fields are Tax Type and Production Type Parent and Product For details on adding codes to these tables see the File Maintenance section ET Order Processing
269. ers for charges Other filter fields are production project sales person and location Note Location is available if your system is setup as multi location Refer to Multi Location option in Administration System Setup Extended to the end of the Weekly Cycle It means if the As of Date falls within a billing cycle then the orders ending date will be bumped to the end of the cycle Do not Bill beyond as of Date It means the system will stop the billing on the As of Date Do not Bill Beyond Usage End Date It means the system will not bill beyond the Usage End Date of the order Group by Job Component This option can be used to group a report by the Job Components 164 Billing O 2010 Rental Tracker Inc Rental Tracker Pro Demo Company Orders To Bill Report DateTime 2006 06 14 12 45 52 M As Of Date 2006 06 11 Charge Type RentalspalesLos Damage Production CONCO1 ConceoLighting perstomnH allo ame 500170 A ET EA pariz rasgo 22 05 BTS 600244 A ooo 06405 240 900 00 1 7 227 00 266 387 22 5 Pat Shi a 06 et 246 00 Customerotals 241 635 OG 2 ed ele JobComponentTotals EE RE DE LR Reportfotals 241 635 00 46 00 57 240 0032714 22 207 346 17 Unbilled Repair Tickets This report represents the repair tickets that have not been billed and that have charges In this report only billable tickets will print Production Before you continue som
270. es We are proud of our designed system and we would like to see your feedback Your feedback will help improve our system in the future as we revolutionize the rental industry with RTPro Thank you for your support Understanding the Main Menu layout RTPro has designed the program interface with the following ideas in mind ease of use graphical buttons and short cut keys In the following chapters each module s menu layout graphical buttons and short cut keys will be described in detail fa Getting Started 2010 Rental Tracker Inc C RTPro Main Screen RTPro Demo Company OX File Options Edit wiew Help pa m Pa Pr Y I Drop Down i Rental T Setlighting Audio Video Edition vww RentalTracker com Administration File Maintenance Inventory Reports Billing E Purchase Order ET Accounts Receivable RA Labor Space Sched lt History P Help Rental User ADMIN Location Version 4 10 Copyright 1999 2010 Rental Tracker Inc nc Rental Tracker Inc Rental Tracker Inc 19811 EIUSY OU 1999811 JEUON IUJ J9A9EJL BUSY er Inc Rental Tracker Inc Rental Tracker Inc Rental Tracker Inc Rental Tracker Using the toolbar Each screen has a graphical toolbar of commonly used functions Below is a description of the Main Menu toolbar In the Main toolbar a few graphical icons allow quick access to a function mi The system will prompt for a barcode The b
271. es Inventory Statistics Summary Report 239 Estimated Revenue Repolts siii A AAA AAA aaa 240 Revenue Generated ReportS coonccoonciccncoconnoconcoocnncnononannonannonnnnonononannonannonnnnonnnnnnnnonannenanos 241 Revenue Report By Selected Production 242 No Charge versus Actual Charges Report 242 OWACTAROVCNUC tn rd ra ti aaa Ramune dat illes creaba 243 Barcoded Equipment utilization Report DY PO 244 Repair LOSS OT TOVONUB nl nt dan Re le SN a ee 245 SAS CAMAS DAS a dll bl Gens cae 246 Inventory Value by Category ie 246 Inventory Value by Department sise 246 Orders DY R ntal RAC A danos 247 Ord rs DY BINADIC Status essien A A einen 247 dors 0 Vag EE 0 seen ee a RER ee lee ee ee eee ee 248 Checkout QUARULY aer ean a Ra enr ANS NT en es 248 Revenue Generalo ieee NRA NN Mot ea a 249 ROMA INVCNIOLY Va e AAA ee 250 OAICSANVOMON V AIAG sn AT MS as 250 VIEW ODHONS ICONS doi va 250 V rtical Bar Charr ODUONS a ns 251 MOTORT de sd en et 253 IN FOQUC HOMO RUSO ER o lt o lina 204 Restore FPYOGUCTION TON TUS OI 0 i 254 Restore Quotes or Orders from History 44 254 Restore Invoices from ISILON oct iste a a 254 Move Production Orders Invoices and Quotes to History 255 ACCOUNT RECEIVABLE sms scene AA 257 Understanding the AR menu layout iii 258 PANIER A ae ton 258 NOW VIO NE dic thst tra te ET TT EU Ce 258 Apply Payments to SHV OIC CS til dd 258 Faymen LIS sis ai A ais aman deena be a 2
272. es in the Check in sheet Other Information Note As Exchange Marks this item as an exchanged item Include Loss amp Damage Includes the Loss items and Damaged items in the report Print Qty Out Print the checked out quantity for each record in the Check in sheet Separate By Order Separates the report for different orders Print Kit Header Determines whether or not to print the kit header in the Check in sheet Current Week Contracts For description of this section refer to Current Week Contracts in checkout section Ship Sales You can ship Sales stock in this screen Upon a successful shipping MES program displays the message Success followed by the description of the stock If there is an error when shipping out this equipment program Order 500880 lt EXPRO1 gt will display an error message in red In addition if Reorder Point for this Es eet ae stock is set in the Sales Stock table program may display a warning message that you need or order additional quantities for this stock item stokt CY Order The Order number you are working with Quantity Lo Last Stock The stock number of last shipped item Last Quantity The number of last shipped stock eit OK Stock The stock number of item that you want to ship Warning Reorder Point is Reached Quantity The number of items that you want to ship with the entered fameroce at least 6 of code Mode RF 5 3 2006 02 58 47 303 Barco
273. es to the list of equipment that makes up a Rental Kit double click on the Rental Kit Code This will take you to the Rental Kit Detail screen From this grid you can add delete and edit the Equipment Codes you want to use to make up the package Note For larger kits it is easier to add a kit from Rental Order Screen in Order Processing module rather than Rental Kit Detail Screen You may create a dummy order and add items to it and save it as a Rental kit See Chapter 6 Order Processing Rental Order Screen for more details Rental Inventory Rental Inventory is where individual inventory items are added to the system After equipment codes are created for each type of equipment each piece will be assigned a code Barcode or Noncoded in Rental Inventory Flexibility of the system allows you to maintain inventory records for both barcoded and noncoded items To see the Rental Inventory Screen and the content of it apply the filter function After filtering all barcoded and noncoded records based on the filter selection will be listed In the Rental Inventory Screen noncoded items are distinguished by a noncoded column indicator To access this screen from the Inventory Menu click the Rental dropdown tab and select Rental Inventory or click the Rental Inventory Screen icon Attachment List This feature is designed for those situations when every time a particular barcoded item is sent out one or more other specific barcoded it
274. etail icon then press the Edit icon to work in a detail screen mode Whichever method is used the prices will not be updated to the Sales Inventory from this screen You must use the Rollover New Sales Prices feature see below There are several ways to update the Sales prices New Cost In this column enter the New Cost and press Enter to continue to the New Price for this Stock Or use the down arrow to move to the next New Cost No changes will be made and the Cost will remain the same for those Stock s that have no entry in the New Cost column Cost Inc When a New Cost is entered this column will reflect the increase from the old Cost to the New Cost in dollars and cents If the new cost is less than old one the Cost Inc will show the subtraction result in the parenthesis Cost Inc percentage When a New Cost is entered a number in this column is the percentage of increase or decrease between the old Cost and New Cost New Price In this column enter the New Price Use the down arrow to move to the next New Price No changes will be made and the Price will remain the same for those Stock s that have no entry in the New Price column Price Inc When a New Price is entered this column will reflect the increase from the old Price to the New Price in dollars and cents If the new price is less than old one the Cost Inc will show the subtraction result in the parenthesis Price Inc percentage When a New Price is ent
275. etup in system setup Refer to the Use Images section There are a few ways to attach an image to an equipment code No matter what option is used you must be in the edit mode to attach an image One way to attach is once in the edit mode press the F5 function key The camera software will enable The camera software is software outside of the RTPro system Be sure to install the camera software which comes with your camera Once the camera software is launched there should be a capture function Select the capture button and acquire the image The image will show on the equipment code screen Save the record by selecting the post icon or pressing F10 Another way is to select the image menu at the top of the Rental Equipment Entry Screen Next select the take picture The camera software will enable I a Inventory 2010 Rental Tracker Inc If images are stored on diskette CD or other storage locations Select take picture from file from image menu of Rental Equipment Entry Screen Locate the file and press ok The image will show on the equipment code screen Save the record by selecting the post icon or pressing the F10 To remove a picture from equipment code select the image menu at the top of the Rental Equipment Entry Screen Next select remove picture There is an Image Screen that you have some minor editing features on like rotate mirror stamp You can use this screen to edit your picture There is an option to put a
276. eved across a contact There is the ability to look at all the orders the contact has been linked to A report of the revenue generated from a contact is also available Order Processing Screen Definitions of Common Functions Pa lt You can edit Parents or add them here The mE 1s to add a new parent record The brings up the full parent information screen and allows the user to edit the parent record Pr a You can edit Productions or add them here The is to add a new production record The brings up the full production information screen and allows the user to edit the production record Or You can add or edit an Order by using these buttons The s is to add a EUR Order Processing 2010 Rental Tracker Inc new order record The brings up the full order information screen and allows the user to edit the order record Out R S R is for Rental checkout screen and S is for the Sales shipping screen In Or Priv Pa All Or is for the Rental Check in Screen By Order Pr is for Rental and Sales Check in for multi order Pa is for the Rental Check in Screen By Parent and All is for the Rental Check in Screen across all orders R This button opens Rental Order Screen 5 This button opens Sales Order Screen y This button opens Order Total Screen Parent PA A parent code name can be entered in this field Within system setup sort order can be setup as code or name When ent
277. f items sub rented from this vendor Sales Discount This value is used as default value for calculating rental discounts of items bought from this vendor Terms When a new Sub rental PO is created and if the Vendor is selected program brings in the Vendor s Terms to the Sub rental PO s Terms EN Setting up RTPro O 2010 Rental Tracker Inc Daily Weekly When a new record is added to the Subrental Rental Order Entry using any method of Subrental entries the system will default over the vendor daily weekly value into the Subrental daily weekly And if the vendor daily weekly is blank then the program will use the one from order header daily weekly Notes Enter a Brief Note about this vendor here Inactive A vendor can be made inactive If marked inactive the vendor will no longer be available to be used when entering in subrentals Contact 8 Contact record contains the personal information of the individual is the address information of person or office that is responsible for Parent Production Order and Invoice In Contact List you can see a list of all Contacts entered into the application They may be active or inactive iH Use this button to print mailing list labels for all Contacts Merging Contact records Enter Contact X At times contact are double entered into the system because of a mistake There is the option to merge Contact to Merge with contacts so that there are not duplicates To do this right
278. followed by the cost of all of the batteries and their costs The two subtotals would be added together for the total cost of the order If equipment is assigned a category it must come from the Category Table Enter here by typing in the Category Code or by clicking the drop down arrow to choose a Category from the Sales Category Lookup Description Required field The description is a 50 character field which will accept symbols letters and numbers Because the sales stock can be searched by description great attention should be given to be consistent with the description As an example the Acme 12 Volt Battery can be found with all other Acme products in which the description began with the word Acme However by changing the description to Battery Acme 12 Volt you can find it with all other equipment types that begin with the word Battery As with the Stock Numbers it does not matter so much which way as it does to pick one layout method and stick with it It 1s recommended when entering the descriptions to be consistent with upper and lower cases punctuation abbreviations etc in order to give a more professional look to all documents and screens SKU SKU is an identifier that is used by merchants to permit the systematic tracking of products If your company supports this universal convention code then enter the product code s SKU or UPC Universal Product Code Number Cost This is the current c
279. for the equipment The checkout contact will be printed on the various customer reports Checkout Contact Required on Order When this is checked checkout contact will be required to be entered when a new order has been added The checkout contact is the customer contact that s responsible for the equipment Project Required on Order Header Screen By checking this item all orders should have their Project defined This option will force user to enter Project value before saving order header Default Quantity Ordered From Checkout Quantity If items could be checked out even if they were not ordered this option can be used to update the quantities ordered so that they always match the quantities checked out Print Order Description on the Checkout Checkin Invoice Printouts On the order header screen there is a location to enter the description of the order If this option is used the description will be printed on the Quote Checkout Check in and Invoice sheets Auto Fill Quantity in Mass Checkout Noncoded When using the mass checkout option the quantities can either default over empty or default over as the quantity ordered Rollup Prices to Main Item and Show Accessories as 0 00 This option will print out the main items showing sum of the rentals for the main items plus the main item s accessories The accessories will print with 0 00 amounts Display Reorder Point Warning when Shipping Sales At the point of shipping sales throug
280. g Charges Detail This screen shows the detail of shipping charges for an order You will get access to this screen by double clicking on the Shipping if existed in the lower grid of the Invoice Screen History Menu Restore from history If you are viewing an invoice in history you can restore it from history to live using this option Confirm Menu Confirm Invoice Credit This option will confirm an invoice from a draft Once an invoice is confirmed totals cannot be adjusted Note If your company uses the AR module to confirm the invoice GL Account distribution must balance Change Invoice Date The Change Invoice Date allows changing an invoice creation date Enter the new creation date or use the calendar by pressing drop down arrow on the prompted screen and press OK Void Menu Void Invoice Under some circumstances an invoice may need to be voided An invoice cannot be deleted but can be set to void When setting an invoice to void system will ask for a reason The reason will be stored on the voided invoice header In addition a record will be written to system log indicating the date and user who voided the invoice Orders attached to a voided invoice will be released for billing Delete Preview A preview is an estimated billing which does not lock in totals for an order Delete Draft EC Billing 2010 Rental Tracker Inc A draft is an unconfirmed invoice If a draft is deleted the orders attached to the
281. g Items and Loss amp Damages Only A customized footer can be printed at the end of Check in Sheet Footer section can contain terms and conditions or may be signature line To modify the footer section refer to system setup section of Administration module Note When user clicks on the Partial Returns program enables Vendor Lookup on the right side of the Partial Return User can select a vendor or leave it blank If a Vendor is selected program filters only subrental returns for that vendor Begin Date Time This is the beginning date and time for a partial Check in sheet End Date Time This is the ending date and time for a partial Check in sheet Note as Exchange This checkbox indicates if the items checked in should be noted as exchange items The report title will change to Exchange check in sheet and the layout of the columns printed on the report will be different wa Order Processing 2010 Rental Tracker Inc When checking this option it goes to partial returns by default but you may change your selecting items to print if desired Separate By Order If items are checked in by production the report will group items in to the separate orders Include Loss and Damages If checked the report includes the loss and damages items Print Kit Header Checking this option will print header of kits if kits are added to rental Print Quantity Out Checking this option will print quantity of equipment currently out Pri
282. g code labeled DEFAULT This system schedule will prompt the order to invoice every week Additional Codes can be defined to identify the different types of billing schedules and used to create billing templates When billing schedule code has been created the following fields are prompted the examples are from the above scenario Code This is the code which will identify the billing schedule Use a label of your choosing such as MONTHLY STUDENT or EMPLOYEE that will differentiate one type from another e g RTPRO Description This is the full description of the billing schedule Example RTPro Show Billing Schedule Action The field handles how to continue with billing an order Possible choices are Loop or Stop Loop means to repeat the billing schedule as long as there are charges due for the billing period If value is Stop then no rental charges will calculate after the specified cycle Cycle A Billing Schedule Template see below is made of one or more billing periods called cycles and each cycle is assigned a number This field relates to the Billing Schedule Action Enter here the cycle in which the Loop or Stop Action will take affect Example Cycle 3 means after the third week the order would loop back to week three and continue to bill at 50 discount If 3 is entered and the action was Stop the order should not invoice after the third week When the billing codes are created you will need to setup the ac
283. g locations The table consists of a code shipping name and address refer to chapter 3 The shipping address can be used in production and order header screen This comes in handy when equipment is repeatedly shipped to the same location Project Table The project table can store different projects that your shop would like to track An example would be the Summer Olympics or Winter Olympics The reason why you might want to setup a project is perhaps several production companies are working on the same project and you would like to know the revenue that is generated by the entire project Available is a Revenue Generated by Project Report The table contains of a Code Description and the Start Date of project This table is available from Order Processing dropdown list The Project is used in Order Header Screen and Invoice Header Screen Job Component Table The job component table stores codes for Jobs that your shop would like to track The table contains a Code and Description An example would be the Theatre Lighting You may find this table when pressing Job Component from Order Processing dropdown list This Code is used in Order Headers Screen Billing AR Menu Pay Type Table This table should store all the valid types of payments The table consists of a code and description Examples of payment types would be Cash Company Check COD and Credit Card When productions entered into the system the payment type is prompted The paym
284. g the appropriate boxes on the screen If you checkmark the Subrental box then you can enter a specific Vendor You can also enter the First Equipment to start the checkout or Cancel Checkout from that Equipment Code Otherwise leave this field blank Order The number of the order you are working with You can see the name of customer in lt gt block in front of the order number Mode Determine if you want to checkout items or cancel checking out Cancel Checkout Noncoded File Transaction Help Order 500880 lt EXPRO1 gt Last Equipment 00003 Last Quantity 2 ai en e Success ARRI 12 18K HEADd Mode RF 51372006 03 17 16 Mass Checkout Noncoded File Transaction Help Order 500880 lt EXPRO1 gt Cancel Checkout Miscellaneous SubRental Checkout Vendor Exit OK Mode RF 5 3 2006 03 15 26 Miscellaneous Check this box if you want to work with miscellaneous items too Subrental Checkout If you sub rented something in this order but you want to checkout or cancel them check this box Vendor The name of the vendor you sub rented items from First Equipment Start showing the items in the next page with this item code In Mass Noncoded Detail page you can move between items with pressing the Prev and Next buttons Pressing previous and next does not checkout or cancel items Pressing OK checks out or cancels the checkout for the quantity entered in the box
285. g the batch invoice create process The next batch number is the assigned number for the batch process This number should be set one time and should begin at one The system will maintain the number Next Repair Ticket Number This number should be set one time and should begin at one The system will maintain the number This is the starting number for numbering Repair Tickets PO Prefix If your shop uses the feature Assign Next PO then a PO prefix can be assigned Every time the system assigns the next PO the prefix will be included at the beginning of the PO Auto Assign Production If this item is checked next production number will be assigned to production code in Production Entry Screen Next Production Number This is the starting number for numbering productions This number should be set one time and should begin at one The system will maintain the number Use Multi Location A multi location company 1s a company which has more than one location warehouse with different sets of inventory which perhaps uses the same equipment codes There is no separation of billing or accounts receivables Multi location strictly 1s used if your shop operates with more than one set of inventory and needed is the ability to track rental activity ownership and security access for the multiple sets of inventory Please call Rental Tracker to discuss the purchase and setting up of multiple locations Em Setting up RTPro 2010 Rental Trac
286. h item and pulls it out of stock and puts it into repair RTPro will allow you to calculate the costs of the damages and bill the customer See Damage List later in this chapter Enter Repair Ticket When items are checked in as damage in Rental Checkin Screen a dialog box will open to send damaged item into repair to do this you may add a new ticket or add items into the existing ticket New ticket will be added in Repair Ticket List Transfer Transfer allows items to check in on the current order and check out to another order As you begin the Check in process in the transfer mode system will prompt you to enter order number to transfer items to These items will check in from current order and check out to selected order Exchange Use this feature to replace items of the same type with different barcodes This will be useful when customer rented something but it does not work then customer brings back that item and gets another item of the same type To trace this transaction this option can be used Noncoded items can be checked in as an Exchange in single check in mode only The user will not be prompted for an item to exchange with when checking in the item as noncoded E Order Processing O 2010 Rental Tracker Inc Note When checking in a barcoded item as an Exchange the user gets the prompt and enters in the item then system prompts Do you want to put item into repair if Yes then program will bring up the Damage dia
287. h location or pressing edit button the Location Detail Screen will appear You will be able to add a new location or edit an existing location that is already defined through the system The Location Table consists of Code Description Name Address Phone Fax Currency and other fields which are explained as follow Barcode Fixed Length Size When a company needs to define a length size for their barcodes this feature may facilitate to implement the process For instance you may define barcode length for LA as 8 digits and for NY as 10 Barcode Auto Populate Prefix By this feature system will automatically populate a desired prefix for your barcodes For instance when a company wants to have barcodes with different prefixes in different locations they should define the prefix of barcoded items in the following field Local Data Path for Remote Users RTPro has ability to save some specific files for users that might be connected to the server remotely Local Data Path is the path of directory where these files can be saved on the client s computers Save Revisions If the checkbox is checked orders belonging to the location will save revision into the Revision Path Revision Path This is a directory path where the revisions are stored Footers A different footer can be used on a Quote Checkout Pull List Checkin Repair Ticket Sales Return and Invoice for each location When a report is printed the program allows a footer to be
288. h order processing a warning will display if the sales inventory is below the reorder point The warning will not stop the user from continuing Print Job Title on Subrental Pick List and Subrental Return List Checking this item will print Job title on Subrental Pick List and Subrental Return List reports Require Confirmation before Adding equipment on the fly When checking this the system will ask for user s confirmation before adding equipment through the Rental Checkout Screen Show Billing Schedule Total on bottom of Rental Entry Checking this will show the Billing Schedule Total at the bottom of Rental Order Screen Print Logo On Quote If checked program prints the logo of your company on the Quote report Print Address On Quote If checked program prints the address of your company on the Quote report Print Logo On Contract If checked program prints the logo of your company on the Checkout sheet Print Address On Contract If checked program prints the address of your company on the Checkout report ao Setting up RTPro 2010 Rental Tracker Inc Allow Rental Checkout if Not Ordered This option allows checking out Rental items even if not ordered within the Order Entry Screen Allow Sales shipping if not ordered This option allows Sales items to be shipped even if not ordered within the order entry screen Allow Sales shipping if not enough in stock This option allows Sale items to be shipped even if not enough in
289. halt sla chest etl ee den dat an UN te te tn 193 ROUred INVENIOLY ROPO sp Iii ia a DA A A a AAA 194 O E Gan a II N 195 Sales Reorder IROOM na ae ida dica 196 Sales Backorder Repo rerien anni nec Yea vaced weueahsebecfebsnuc eh deceweetens 197 Sales ON TANG KEDO sco ribs athe A alata eee eo eng ice Los eue tates et 198 Sales INVENIOIY TIAN SACH ON EEE tis ne ate eh shan alte Re tr lion ee 199 Order PrOCESSING IRG POMS wc siisii nanen lite 200 Quote Reservation Order Report sise 200 Orders Expected to Return Report ss 200 PFastdue Orders Repor ca EE de ne des pense de est nee 201 Order Status R PONSES de 202 bale Shipments AR sete nr NE EN PR nn nt A f haunted ae aed uu 203 tale Return S REDON sti a E AA Ne or eee 203 BACH TIAL TUN EIS ii ER E AE EE E ic 204 BACH PHARES IS ls nn el ML Mi Neal aida 206 Bath Print Quote SRB it 206 BACH GhOCKOUE SOC dl Au 207 Current Rentals REPO ia 207 Current Rentals Report Format 82 ccccccsscccssscsesensuscnseeccesessusensusecusensuscaeessusensusensaseaes 208 CUITENE Supren REDON SR ARR eles te hate Ni nil ani esse 209 Scheduled Suprenlal REPO nutes ee tenue 210 Prenas Ordo se A ees dao 210 Late Franst r Retum REDON sessile ene eee ed A ee 211 HU TIANSICIRODON care a ia 212 SANOS IN Transi REDON pisis anaes A Ut NU lens 213 Management REPONS sn nine ten lens lt 213 order LOG REPON arra N A ee thee aan dial 213 WAV OIC ELO FRO DOM ashi shee iii 214 Producton EOI DOM ER aid 214 BI
290. hapter 3 System Setup Enter the Location Code here or click the down arrow and pick a code from the Location Lookup screen Current Location Same as above each item can be assigned to a Location This location 1s the place where your equipment currently resides Purchase Date The system date is defaulted but can be overridden by entering a date or using the calendar dropdown When the actual purchase date is unknown the date may be left blank Purchase Amount Purchase Amount is the value of this equipment that is purchased PO Number Enter the purchase order number used to purchase this item MWO Major Work Order is the number that is used for purchasing this equipment Vendor Enter the Vendor Code or use the drop down arrow and choose a Vendor from the Vendor Lookup screen for the vendor from whom the item was purchased Manufacturer Enter the name of the company that manufactured the item Owner Select the owner of equipment from Owner Lookup table For details on using the ownership feature see Chapter 3 Use Ownership Coa Inventory 2010 Rental Tracker Inc Comments Use this note area to record any useful information about this item Remember that the information entered when adding the inventory will apply to all of the items in this session see Notes before starting above Thus if the comments do not apply to all of the items added enter only the quantity for which they do apply Change the com
291. harge you wish to change Description Bilable Discount Subtotal Tax Total E El A list of the detail line items will display Edit line items To remove a line enter in 0 on the quantity and press the down arrow Line item will remove If adjustments are made to a line item click on the lock column to save the line item changes VERIFY GL click on the GL button Confirming a Draft Once all edits have been made the invoice can be confirmed Select the Confirm at the top of the screen Select Confirm the Invoice Confirm Void Record Help Confirm the Invoice F9 Change Invoice Date A new invoice number will be assigned to the draft E Billing Orders O 2010 Rental Tracker Inc Printing the invoice 2 Click on the printer icon at the top of the Invoice Screen CE Print Invoice Detail RTPro Demo Company PIs MES sae Fe Fini Line liem Press F Invoice Detail Ie Print Discount F Select the desired option and click on Ok A printer menu will appear Send to the printer E Billing Orders 2010 Rental Tracker Inc E Billing Orders O 2010 Rental Tracker Inc Appendix Create a Quote Reservation or Order Create Order From Main Menu select Order Processing Module Order Processing Module O Click on after Production Scroll down to desired Production Double click on the Production code to select 1t If production does not exist create new
292. hase order gaENTTRNTEET eres g Enter a number from one of the purchase orders used during Subrental selection in the Rental Order Screen POH MES Options Vendor Po y PO You must enter the PO for this report to operate Tax Type Po H Vendor Select Subrental Vendor or leave it blank to Tax 4 print Sub rentals from all vendors for selected PO Print Weekly Rental Print Subrental Internal Notes When it is checked Print Single Order Info program prints the Sub rental Internal Notes on the Description column after the description Print Single Order Info When it is checked program prints customer and Production title on the report sheet Print Subrental Internal Motes Print OP Print Days weeks 41 lt 1 lt 1 lt 1 41 Example yy Reports 2010 Rental Tracker Inc TEA yyy RTI Studios Tre ET 12481 Tejas Court Rancho Cucamonga CA 91739 666 595 0041 Fax 866 595 6042 Purchase Order POR 12 PO Date 12 27 2007 Contact Notes Vendor PARAMOUNT Paramount Pictures Address Phone Customer HAUNTING Haunting In Oregon Billing Name Cinebridge Productions Shipping Name shipping name Job Tithe Subrentals Date a Weeks Pice T E EC EEEE 2 21 2007 26 2008 060 600 2 320 00 _ 3 072 00 BAT 1ST2FFPGBA 16K 12K FF Powergem Balasi aar EE zt SIZKPOWFE 18K 12KI6K Power Feeder PIP a a aT RS IEEE eat ia DN PE Ed a BE DS OS DS 1400 02 18K Alpha FresnelLens AE EE E O A
293. he Rental Availability Screen a floating box followed by pointer arrow shows all locations for your company and the quantity of equipment available in each location separately Different colors display the availability of equipment for the different locations Note Program notes the last 10 equipment that are visited in the Rental Availability Screen under the File submenu Inventory Items To see the inventory items for the selected equipment code press F8 key or from the Equipment drop down menu select Inventory Records See Inventory Items and Rental Inventory Screen earlier in this chapter Note The Rental Availability Screen can also be accessed from Rental Order Screen see Chapter 6 Rental Order Screen Show Other Locations If it is checked program shows the rental availability on a floating display for all locations if system is setup for multiple locations If it is not checked program only calculates and shows the availability of items for current location Calendar When the equipment code is entered the calendar immediately populates with the quantity of items available for each day of the next nine weeks This figure represents the total number of items owned minus the number of items reserved ordered but not shipped and shipped but not returned see Chapter Six Order Types Red negative numbers indicates shortages EN Inventory O 2010 Rental Tracker Inc Note Items on quotes are not calculated in
294. he checkout sheet of an order This 1s the same report that you can print from the desktop version of RTPro and added here for convenience to the scanner program This report saves the selections you have made and defaults them for the next time you print it Select Information Rentals Only Only print the rental items in checkout sheet Sales Only Only print the sale items in checkout sheet Rentals and Sales Print both the rental and sale items in checkout sheet Price Information No Price Do not print the price columns in checkout sheet Total Price Only Only print the total price on the report All Prices Print all the price columns and totals on the checkout sheet Other Information CheckOut Sheet O Total Price Only Rentals and Sales 8 All Prices Note 4s Exchange Partial EA Print Kit Header V Use Billing Schedule Y Print Replacement Price En V Print Subrental Vendor es Exit OK Mode RF 5 3 2006 02 49 14 Partial Select this item if you want to print checkout sheet for a date time range Note As Exchange Marks this item an Exchanged item Print Kit Header Determine to print the kit header in checkout sheet or not Use Billing Schedule Check this to use the billing schedule in checkout sheet Print Replacement Price Determine to print Replacement price in checkout sheet or not Print Subrental Vendor This will print Subrental vendor in checkout sheet Current Wee
295. he code of last equipment added to this physical inventory Last Quantity The number of the last taken equipment Equipment The equipment code of the item that you want to count in physical inventory Quantity The number of items that you want to count in physical inventory for the above equipment View Barcode This page gives the ability of viewing the detail of all Barcoded inventory Mido items This screen is available only in the RF mode In addition the picture of the equipment is visible to show for wireless users For viewing o Serial sr121581700 the Image user must click on the View Image button and see the Image _ Equipment 00215 in a separate screen ARRI Siar 1200 ELECTRONIC BALLA Original Location Current Location CULVER Status In Stock Order 500880 Express Lighting Date 11 15 05 User Exit OK View Img Success Mode RF 5 2 2006 23 13 41 Add Barcode In this page users can add Barcoded items to their Rental Inventory This Eos option is available only in the RF mode You cannot add Barcoded items in the batch mode For adding a new Barcoded item just fill in the fields FWWBment and scan the barcode or enter the barcode and press the OK button to add a o If you want to add a serial then check the Enter Serial box This will O allow you to add a Barcoded item If adding is successful then the new Mo Mfg 7 barcode will be added to your database Otherwise
296. he image screen section in this chapter E Inventory O 2010 Rental Tracker Inc Check Item Out from Repair D See Check Barcoded Out of Repair earlier in this chapter Physical Inventory Rental Physical Inventory As you know taking a physical inventory of all of your rental assets can be a challenge under the best of circumstances The RTPro physical inventory program can help with the process providing tools necessary to correctly account for all of your rental assets After a physical count has been taken and all Barcoded and Noncoded items have been entered these counts added to the quantities out on orders and in repair should account for all of your assets Those items accounted for will compare against how many owned To reconcile any differences missing items will be retired and extra items will add into your inventory Note BE SURE TO BACKUP ALL RECORDS PRIOR TO BEGINNING THE PROCESS Note DURING THE PHYSICAL INVENTORY PROCESS ALL ACTIVITY OUTSIDE OF THE PHYSICAL INVENTORY PROCESS SHOULD BE STOPPED THERE SHOULD BE NO ADDING OF EQUIPMENT CODE EDITING OF EQUIPMENT CODES CHECKING OUT AND IN ITEM CHECKING ITEMS IN OR OUT OF REPAIR AND RETIREMENT ALL ACTIVITY SHOULD STOP UNTIL THE PHYSICAL INVENTORY HAS ENDED Note At anytime during the process the physical inventory session can end All selection criteria and any counts that were entered will be erased as though the process never started The Physical Inventory re
297. he record ES This 1s the notes icon When selected an unlimited notes area will appear Notes can be added to the record If notes are attached to a record a notes icon will appear on the bottom right hand corner of the screen To view notes for a record click on notes icon on the upper section of the screen oa The printer icon will print out an RTPro report If the printer icon is available there 1s a specific report available relating to the screen For example the printer icon in checkout screen will print a checkout report From parent listing screen al Getting Started O 2010 Rental Tracker Inc the icon will print a parent listing report Shortcut key CTRL P a The magnifying glass displays the detail of the record selected The icon is only accessible on Listings A listing 1s a scrollable display of records One line per record shows on a listing There 1s a record pointer on the left side on the record The record pointer looks like When the magnifying icon 1s pressed the full detail on the record appears Shortcut key CTRL D T This is the filter icon Filtering can be very helpful when researching data Filtering allows the user to search for particular records When the filter icon is selected RTPro will prompt for the field values of the search RTPro will then filter out only the data that meets the filter criteria and display the records on the screen Sr The flashlight icon is a locate function If you need
298. heck marking Note As Exchange the Partial Report shows the description of exchanged items Include Loss Damage It includes all loss and damage items in the report Print QTY Out This option will print the quantity which was checked out Separate By Order If items are checked in by production the report will group items in to the separate orders Print Kit Header If a Kit is defined for an order check marking this option will print header of the Kit in the report Inventory Records This option will show a list of all barcodes or Noncoded items that are registered in the system for specific equipment To use this option first select an equipment code in the list then press F8 or select Inventory Records from View menu This screen notes some information such as Location Status of equipment Current Order Current Production etc for each barcode or noncoded item Filters You can filter list of items to show only items still out or subrentals still out Missing Rentals After completing the check in process you might want to see a list of missing rentals or retire all of them View Missing Rentals The grid in the Rental Check in Screen will filter to show remaining items which are not checked in yet These items may be missing Select View Missing Rentals from Missing Rentals menu Retire All Missing Rentals When it is determined that the items remaining out on an order will not come back they can be checked
299. here nr Oy Currency 1 A OK XM Lance Lit Helo is an option available in the report to exclude items with 0 00 revenue You can select to summarize the results by Production Equipment and Production or Equipment and Order Number Options Parent Select parent to limit report to show only productions for selected parent Leave this option blank to show results for all parents Production Select production to limit report to show only orders for this production Leave this option blank to show results for all productions Department Select department to limit report to show only items for this department Leave this option blank to show results for all departments Category Select category to limit report to show only items for this category Leave this option blank to show results for all categories Location If you are using the multi location feature you can filter report results to a specified location Currency If you are using the multi currency feature you can select the currency to print values for it Equipment Range You can limit the range of equipment displayed in this report by selecting the beginning and ending equipment code Leave these blank to show all equipment Date Range To filter report results to show only records between dates use these options If only begin date is entered system includes all records after begin date and ignores all records before that date If o
300. ic location only Example Rental Tracker Pro Demo Company Quotes Reservations Orders Report DateTime 2006 06 14 12 08 00PM Page 1 of 6 Sortby Pull Date pte comet mue mue otto Mt PE e Contact Date Date g etho Orda EL EEEE O o eoo e ao 2002 06 20 ES E ieee E O O Tra Orders Expected to Return Report This report reflects the orders that are expected to return on or before a specific date The date that is referenced for the X Orders Expected To Return Report ATP DIG KE y report is the Return Date which is stored on the Order Header AsOlDate 11720 2007 I screen The report includes order number the date that the nee order is created and the expected return date uber Options Location As Of Date A list of orders with Return Date on or before this given date Production Shows only the orders belonging to this given production Leave this option blank to show orders from all productions Location If you are using multi location features you can filter to show only the orders for the given location Leave this option blank to show orders from all locations Example EURE Reports 2010 Rental Tracker Inc Rental Tracker Pro Demo Company Orders Expected To Return Report Date Time 2006 06 14 12 17 09PM ExpectedDateToReturn 2006 06 14 Location LA Production Orders Creation Expected Contact Phone Hame Date ee amet Re a cr SE CO MEU EE 2008082 SS
301. ice Detail screen Press Add Ons icon in the toolbar and fill the Equipment column System will calculate total value of added equipment then recalculates the entire value of the invoice and displays the result at the bottom of the screen General Ledger Detail This option shows general ledger breakdown for invoice and can adjust within the screen During adjusting of detail lines amounts must be balanced to invoice total System will not allow an unbalanced ledger When making any changes breakdown click on lock icon to save before exiting Screen will display indicating it has been saved If are locked ignore and recalculate screen Repair Ticket Detail This option illustrates the detail report with charge breakdown for a repair ticket You will get access to this option under View menu or just hit the F4 key on the Invoice Screen Double clicking on a ticket row will open the Repair Ticket Screen Labor Detail This option displays detail of the labor charges breakdown This option is available if the Labor module is used Customized Output E This screen is mostly used to allow the user to enter a summarized version of the invoice and print that one instead of printing the normal invoice There will be a button on this screen that is called Default from 1st Order If this is selected then the description lines will default in from the Customized Rental Order Screen of the 1st order attached to the invoice Invoice Shippin
302. ick on the Billing menu at the top of the screen Saw Select Create New Invoice A screen will appear ThsBiin erramo r32m0 giving you options FF Create Invoice if totalis 0 00 Rebi Entre Sales Order m Bil Type The top section contains some identifiers that outline Ati VS Aer order specification such as Order number Production ee oo Damage hv Labor Order Status and so on LME CU F Shipping la Space Create a Preview Create the Drait x Cancel Y Help Last Billing Last Billing shows the last billing date range that order was billed for This Billing This Billing represents the billing period that order will be billed Enter the date or use drop down calendar Create 0 Invoice If the charges for an order total 0 00 a 0 00 dollar invoice can be created for the billing period Rebill Entire Sales Order The system allows rebilling an order for a previous period The dates must be entered in and the system will prompt Order already billed for this period Do you want to Re bill Bill Type Bill Type allows for selection of the types of charges that system should include in the bill At the bottom of the page is a group of check boxes for the different types of bills When selecting Rentals the system will look for all the rental items for the order which were out during the billing range The Use Qty Ordered ignores the rental check in out and creates the invoice for the quantities that were orde
303. ick on the user s code on the Prohibited area 2 Click on the lt the user s name will be moved to the permitted side The gt gt moves all users listed on the permitted side to the prohibited side The lt lt moves all users listed on the prohibited side to the permitted side Note Use Refresh the Tree icon from the toolbar to clear the screen Printing out a security list To print a report of all permissions click on the printer icon A list of users who have rights on certain screens of application will print Tables Master Master is the top level in customer group Each master can include many parents but it is not necessary for parents to have a master You can add or edit on Master List screen Enter the code and the description of the new Master EMI Setting up RTPro 2010 Rental Tracker Inc Parent Pa Parent is the container of productions Each production can have one parent but it 1s not necessary i In this screen there is an option available to print mailing labels for all of the parent companies Managing Parent Company records Parent records can be added by clicking on Li icon To edit existing records you can double click on them or select record and click on icon If you want to delete a parent record you should ensure that the record was not used in productions otherwise the system will not allow the deletion Create Edit Parent Company record There are two ways to create a new par
304. illing schedule For example you may wish to only invoice an order every week or perhaps invoice with a 50 discount every four weeks Use the billing schedule to define these billing periods so that certain reports and invoicing procedures will prompt billing periods for the order according to your schedule and amounts rather than the weekly default settings See Setting up Billing Schedules in Chapter 3 for more details u6 Order Processing 2010 Rental Tracker Inc A billing schedule exclusive to this order can be built Click on the Add icon The Cycle field will be populated with the next available cycle Enter the following fields Number of Weeks This is the number of weeks that a cycle will be billed When you choose number of weeks the date fields will automatically fill in The begin date is the next available begin date and the end date is based on the number of weeks entered Discount Percentage If a discount should be applied to the rental charges enter a discount The discount will be applied at the time of billing the order The discount will be applied on top of any discount given from the Rental Order Entry Screen Fixed Amount If a fixed amount should be charged for the cycle then enter the fixed amount The fixed amount will affect the subtotal column of invoice The system will back in the rental items charges into the fixed amount total The rental items discount column will be affected You may add addit
305. in PDF HTML XML Excel and Word format as well Email Any Report Reports can be sent through most email software If RTPro does not work with your email package we suggest saving the report in the PDF format and then attaching it to the email you re sending to your customer pe Introduction 2010 Rental Tracker Inc Chapter Welcome to RTPro software RTPro has many features to help you get up and running quickly Read this chapter to get tips on short cut keys and how the system is laid out In addition this chapter will describe how to use on line help to get answers about the system quickly RTPro is the premier rental inventory tracker system that tracks both Barcoded and non Barcoded items for the rental set lighting and audio video industry Rental activity can be tracked across Parent Companies Productions Orders Projects Job Components and Contacts RTPro makes it easy to track rental inventory It 1s flexible to track both Barcoded and non Barcoded items Barcoded items are items that have a unique barcode label attached to the item This is the best way to track an item because the unique barcode label distinguishes the item easily in the system The unique barcode can easily be tracked Non Barcoded items are items that do not have a unique barcode These items are usually tracked by quantity or not tracked at all A non Barcoded item is usually an item that cannot physically have a barcode label or it is not worth
306. in and retired in one easy step The missing items will be marked as Loss see the Loss Type earlier in this chapter and added to the Loss List Missing items can be billed as you invoice Loss items but an invoice can also be created from the Missing Rental Screen as part of the process To execute this procedure click on the Missing Rentals drop down tab and select Retire All Missing Rentals The Missing Rental screen will ask for a reason and offer the option to create an invoice Click OK to complete the process Note Retired Reason can be selected from a lookup table ET Order Processing 2010 Rental Tracker Inc Rental In Detail Screen This function displays Check in transactions of the order The color of the rows will be different based on type of items Barcoded Items will be shown in white Subrentals as green Noncoded as cyan and miscellaneous items as yellow You can filter this list to show only one type of item or show all of them You can access this screen through the Rental Check in Screen using its toolbar icon or select Detail Transaction Record from View menu Check in By Production Check in By Production across Rental Orders A production may have different Rental orders Check in By Production will list all outstanding rental orders for a specific production This helps to Check in more than one order at the same time To begin the multi order Check in process click on Order Processing m
307. in date is blank it will print all the productions created Wf OK X Cancel Hilin Help on or before the end date If the end date is blank it will ET Reports O 2010 Rental Tracker Inc print all the productions created on or after the begin date Parent Select the parent to limit the report to only productions for this selected parent Leave this option blank to show purchase productions from all parents Include History If checked it will print both live and history productions History productions are the productions that moved to the History section of the program Example Rental Tracker Pro Demo Company Production Log Report Date Time 2006 06 17 1 00 42PM CreationDateRange 2006 06 17 Code Date WrapDate Contact Contact ACDCO1__ AceDecy PO01 07 20 O T o AHMAD ACPWWOT a e a BRETT COMEHOM Come To Home 2 2003 08 27 O r e CONCOT ConceptLighting PO0 08 02 J O O o o O oo o Blanket Deposit Log Report The purpose of this report is to print a list of security deposits Security deposits are pulled from the production Filter the deposit report per production or by the particular Podes DO date interval Options Date From a T 1418 2007 Production If the Production is blank then the system will consider all productions SOK X Concel Lit Heb Date Range Deposit creation date Example Rental Tracker Pro Demo Company Blanket Deposit
308. inimum quantity on hand and Description quantity to reorder from the sales inventory screen this report Stock calculates how many items should be reordered When the E quantity on hand drops below the specified reorder point that o Buona F stock will appear on this report to prompt you to reorder To Department OO help with that task Vendor Manufacturer and Measure information is displayed for the stock as well as the quantity ET E gt Le to reorder and cost Fist Stock LastStock Options ee FI Sort By Specifies the sorting order of the records on the Currency report You can sort the report by Description Stock Group By Vendor If check marked this report groups and separates all the items to be ordered from each vendor Department Shows only the equipment belonging to this Department Leave this blank to show items from all departments Category Shows only the equipment belonging to this Category First Last Stock Filters the report between first and last stock You also can select multiple stock numbers To do this click on the list icon in front of the first stock and select each one you want to include in the report EURE Reports 2010 Rental Tracker Inc Location If you use multi location features you have another option to select one of your locations and see the reports for that specific location only Currency If you are using m
309. inition of Invoice fields for details on adding miscellaneous charges Once Draft is complete invoice should be confirmed Refer to Confirming a draft to an invoice Quick Search Toolbar Quick Search allows you to search for an invoice quickly 1 Search for invoices for a specific Parent and Production Enter in the Parent Code and then enter in the Production If you do not know the Parent click on the El button to bring up a lookup table Once you have filled in the Parent code and Production click on the El button on the Invoice This will bring up all the invoices for the specific Parent and Production you have selected 2 Search the entire list of invoices Click on the z button The system will give the option to see the last 50 200 or all invoices Options Available in Invoice Screen File menu Print Invoice Draft This feature brings up the print options for printing an Invoice Draft Print General Ledger A general ledger breakdown report will print Print Customized Invoice This option will allow users to print the customized invoice View Menu Order Detail This option will show detail charge breakdown for a selected order The detail breakdown for both Rental and Sales will be displayed To see this information directly press F3 on the Invoice Screen ET Billing 2010 Rental Tracker Inc Invoice Detail If invoice is not confirmed you may add a new equipment to this invoice at the lower part of the Invo
310. ion Y ou should select one production for each new payment and you can assign this payment only to invoices of that production After selecting a valid production and pressing enter on this field the program retrieves all the invoices that are not fully paid in a listing If you do not see any records listed it indicates that this production does not have any unpaid invoices at this time Payment Date This is the date that the payment is applied to the system By default this date is the system date However you can change the date Let us say that you received a payment on Friday but you are too busy to apply it on Friday and on Monday morning you want to post the payment with Friday s date In this case you will backdate the Payment Date Note if you make a mistake in entering this date and apply the payment to invoices system does not allow you to change the date In this case you need to void the payment and enter a new payment Payment Type By default the system allows for various types of payment options You may select to add additional types of payment options in the lookup table For example Check or Cash Check No If the payment is made by check personal check or company check enter the check in this box GL Account Select a GL Account for Cash Received from General Ledger Lookup table This value automatically is inserted from the Default Payment GL from the system setup screen RTPro does not allow a single payme
311. ional cycles until the desired billing schedule is completed In the Stop Loop field enter the desired schedule action as Loop or Stop In the Cycle field enter the cycle in which the Loop or Stop Action will take ffect Create Billing Schedule from Template To use a billing schedule from a template see Setting up Billing Schedules in Chapter 3 that has been created enter a billing code or use the drop down arrow to choose one from the Billing Schedule Lookup Then click on the Create Billing Schedule button The date fields will populate according to the order and template criteria while the rest of the fields will populate with the data from the template These fields can be edited and additional cycles can be added by clicking on the Add button If changes or additions are made be sure to check the Stop Loop and Cycle fields to see if they need to be adjusted Create Billing Schedule from Production If the production for this order has a billing schedule created for it it may be used on this order by clicking on this button see Functions Available in the Production Header Screen later in this chapter The date fields will populate according to the order and production template criteria while the rest of the fields will populate with the data from the template These fields can be edited and additional cycles can be added by clicking on the Add button If changes or additions are made be sure to check the Stop Loop and Cycle field
312. ir double click on the In repair column Download Batch Scanner See details about this item in Chapter 2 Batch Barcoded screen Physical Inventory Reports Click on the Physical Inventory drop down tab and move the mouse arrow to Physical Inventory Reports These four reports can be useful tools both during and after the counting to help in reconciling the inventory List of Counted Items This report will display the Equipment Code equipment Description and the Quantity that was scanned or inputted into the system Detail column displays each Barcoded item that was entered as well as each non Barcoded transaction For example if you have posted quantities counted more than once including any negative entries they will all appear Note To show who entered the count as well as the date and the time of entry before printing the report checkmark Include User Name and Time for Counted Items box List of Missing Extra items For each type of equipment within the selected inventory range see PI Start Dialog Box earlier in this chapter RTPro adds the quantity counted to the quantities out on rent and in repair and subtracts them from the quantity owned This report will display the differences on any equipment types that have missing items or overages The Equipment Code Description and quantity of the difference will be displayed The detail column lists barcodes and serial numbers if applicable attached to the type of equipment
313. isplay if a PO is required Management reports are also available to indicate orders with no purchase order Restocking If you shop is charging customers a restocking fee this field keeps a percentage of the price that customer will be charged when returning this item There is also a restocking percentage on the customer level The customer level will over write the percentage at the system setup level Managing Department This is a managing department code based on a defined department code A managing department is the department which is responsible for the Production Daily Weekly When rentals are ordered they will be calculated on a daily or weekly rate When creating a new order the value will default over to the order Upload Include This field is a default value for export of invoices and determines whether the invoice of this production should export This feature is available for exporting invoices to ACCPack and Quick Books To setup your RTPro system to export invoices refer to the Use Upload in Invoice tab of setup Days per Week This is the number of days that user will charge for a week The days per week will default over to Order Header and Rental Order Entry Screen Rental Disc The rental discount is a percentage value There is no need for a decimal point a 10 discount should enter as 10 The discount will default over to the Rental Order Entry Screen if rental items are marked as discou
314. istory Confirm Void Record Help lt 326153 cian amp Invoice amp gt O Date Created 3 17 2010 5 09 00 PhCrested By U Managing Dept Date Range 3 2 2010 3482010 Production 20269 QUOTES Biling Name 24 10N FILM PRODUCTIONS INC POH x Teme ner 30 z Biling Address 517 Wellington St W Salespersor Location TORONTO Upload Include M Sure 100 Billing Cort Accounts i Customer Contact Taria Production Type kom x Tax Type a Motes Credit for naes eer Parner Check Credit Card CardH o Name Penn _ Ordertt Job Tile Po BilBegn BilEnd Eilable 25145 32 2010 38 2010 12740 00 3 495 00 1 024 20 10 263 20 426 7 T 4 E T fl FF Edit Rental Subte J oroen fret rs _Bilable Discount Subtotal Tax Total Rentals 4790107043 Y 11 650 00 4349500 3815500 49880 9 132 60 7 Sales z 225 00 000 22500 27 00 252 00 Shipping a 155 00 155 00 18 60 173 60 Labor 1319904000505 160 00 0 00 160 00 0 00 160 00 Space F 550 00 0 00 550 00 0 00 550 00 Tot S pi2 740 00 3 495 00 9 245 00 1 024 20 10 263 20 al 4 Browse Payment Type CREDIT Job Component Upload Batch 103 Upload Date 3 17 2010 tat Definition of Invoice fields PO If a PO covers all the orders attached to the invoice PO can be entered The PO will roll back to all the orders attached to the invoice The PO will default from the order if there is one order attached to the invoi
315. istry Editor HKEY LOCAL MACHINE Comm NETWLANI Parms HKEY LOCAL MACHINE Comm NETWLANI Parms Tcplp Add New Key In uploaded file add the below key with contents read from Pocket PC Remote Registry Editor to the spectrum24ds reg HKEY LOCAL MACHINEISSOFTWARE Symbol Technologies Inc Profiles Name of Access Point Download spectrum24ds reg Replace the modified file with the original one in Platform folder Note This file is one of the registry files of the scanner so be careful during modifying the file We propose to save a clean original copy of spectrum24ds reg in a separate place in your pc as backup How to Work With Remote Registry Editor Windows CE Remote Registry Editor Registry Edit View Help 28 My Computer y Handheld PC Default Device Select a Windows CE Device H PC Ver 2 00 2 Handheld PC Default Device D Handheld PC Emulation E Palm size PC Default Device 23 Palm size PC Emulation Ready NUM From an application developers point of view the Registry is the place where application specific state information is stored between executions Predictably the Windows CE Registry is a leaner version of its desktop cousin This means that you may want to re evaluate the kind and amount of data your application stores in the Registry The Remote Registry Viewer behaves in a fashion similar to its desktop counterpart RegEdit Let us use it to take a closer look at the structure and co
316. it Y Help C Hot Marked for Upload Both Podac Rental Tracker Fro Demo Company Batch Upload Billing Report Date Time 2006 06 12 12 21 04 Phi ReportType Uploaded Status Invoice DateRange 2000 06 12 2006 06 1 2 Location LA pm ee owe pate Date pt 995 om eekend lott 2003 04 19 2006 01 24 12345 1S 575 12 PP e E E EE AM BEE 1 Ru T A A OE es Title Name Date Pnau mass oT a EE a e A CE EE e o e 504 876 20 Subrental Invoice Detail The Subrental Invoice Detail report prints a list of sub ESENIN Pj x rentals that are separated by vendor and the invoice can be seen You can filter this report by date range vendor re Uploaded Invoices Production gt Norpoaded Invoices production and if your company is multi location with GA location You can also choose to print uploaded invoices Odet non uploaded or all of them Bagn Date EndDate y Location V OK X coral diia boo Ho Billing O 2010 Rental Tracker Inc Rental Tracker Pro Demo Company Subrental Invoice Report Date Time 2006 06 12 12 50 30PM Location LA Vendor ACTIO1 Action Grip Invoice 100187 Billing Period 2003 03 04 2003 09 01 Invoice Total 292 94 Equip Description Orders Actual DaysPer Quantity Code Price Week 00005 NERLAMA ooo 500306 E O 1 Sa 29 DIFFUSION BAG O MEE EN 48008 29 DIFFUSION BAG 500306 O PE VE e Invoices1002
317. k Contracts Print the current week contract report for current order This is the same report that you can print from the desktop version of RTPro and is added for convenience to the scanner program This report saves the selections you have made and defaults them for the next time you print it Price Information No Price Do not print any prices in the report Total Price Only Just print the total price in report sheet Line Item Prices with no Discount Print both the actual price and extended price and not the list price Date Information Current Week Contract File Transaction Help O No Price O Total Price Only O Line Item Prices with No Discount All Prices Partial ow Print Internal Notes Print Kit Header _ Print Customer Notes Copies B M Print Subrental Vendor Exit OK Mode RF 5 3 2006 03 13 26 29 Barcode Scanners 2010 Rental Tracker Inc Partial With checking this item you can print a partial report for a date range Other Information Print Internal Notes Print the Internal Notes in the Description column Print Customer Notes Print the Customer Notes in the Description column Print Subrental Vendor Print the Subrental Vendor column Print Kit Header Print the header of the Kit in the report Copies Set the number of the copies you want to print from this report Checkin Barcoded In this page you can check in Barcoded items that are returned on
318. ke to know the revenue that has generated by the entire project Available is a Revenue Generated by Project Report in the Reports Module under the Statistical Reports submenu What is the Shipping Address Table and why would want to use it If you repeatedly ship equipment to the same location you can setup the address in the address table and then select it when creating a new order from the Address Lookup provided in the Order Header Screen Questions about Inventory An item returned and the barcode is missing from it What should do First you need to find out what barcode number it was If you know what production returned the item then go to the Check in by production Filter the list to show the items that are not returned Look at the description of the item to find the barcode Check in the Barcoded then go to the inventory screen and select this Barcoded item If you do not print barcode labels out of RTPro then from the Rental Inventory Entry Screen Record menu option select Reassign Barcode and assign it a new Barcoded item If you print barcode labels out of RTPro then from the Rental Inventory Entry Screen click on the Print Barcode Label icon and the barcode will be reprinted need to filter my inventory and find certain items How can do that To do this from Inventory Screen click on Filter Records icon Enter any information regarding to the items like category equipment code serial PO etc Progr
319. ked to the parent can be checked in In order to check in items across a Parent a Parent must first be selected To select a parent click on next to the parent prompt at the bottom of the Order Processing screen Next click on the PA in the check in section on top of order processing A list of all the orders that have items out for the parent will appear Check mark Include box besides those orders you wish to include or click the Include All button 1f you want to select all outstanding orders across the parent By pressing F10 or select Checkin Screen the Rental Check in Screen will appear from this screen items can be checked in as described earlier in this chapter ma Order Processing O 2010 Rental Tracker Inc Note To proceed to the check in across the parent you can also choose an order for the parent and then click on the check in PA Note When Pull list and check in sheet reports are printed for parent Program separates the report for each production within that parent It will not print out one report for all the items of that parent CE Checkin By Parent Select Orders RTPro Demo Company Qu Il n aj xj Ele Action Search View Help L savy 90 f Show Only Orders wih hem Out Include only Orders fe O Show All Orders having this E quipmerit Cw Refresh F2 w Include All F3 5 Checkin Sereen F10 e 24993 1 1 24 2008 11 24 2008 Part Hel e 24994 11 24 2008 11 2
320. ker Inc Use Multi Location Equipment Description If this indicator is checked users will be able to have different y description for different location Refer to the Inventory screen to the right for more details Locaion Ld L CALGARY Note This option is available when multi location feature is used Haura REGINA TORONTO VANCOUVER WINNIPEG Ma ROTATOR CONTROLLER W POWER CORD 320 Ma ROTATOR CONTROLLER W POWER CORD Ma ROTATOR CONTROLLER W POWER CORD 320 MA ROTATOR CONTROLLER W POWER CORD MA ROTATOR CONTROLLER W POWER CORD MA ROTATOR CONTROLLER W POWER CORD mimi Use Multi currency If your company deals with multiple currencies then you should checkmark this box Please note that in the system setup user cannot select Multiple Currency if the multiple Location is not checked Use Multi currency per Location When check marked the locations can have multiple currencies Note This option is available if the Use Multi Location and the Use Multi Currency is check marked Use Multi Language This item will activate the translation of labels and column headers if it is checked Refer to Translation Table for more details Use Depreciation If the system should calculate the depreciation of inventory items this option should be check marked Use Ownership If you want to rent or sell some equipment of other owners and you want the system to automatically calculate the ownership s revenue ch
321. king Update and Exit will save data and close the screen Sales Availability Sales Availability checks the available quantity on hand as well as current and past order information for each Stock Number Although the on hand quantity is included in the Sales Inventory Information screen it may be easier to reference it from the availability screen Sales Availability List 55 Click on the Sales drop down tab and select Sales Availability or click on Sales Availability List icon in the toolbar The Sales Availability List will display information from the Sales Inventory Screen including Stock Number Description Cost Price Extended Cost Extended Price and On Hand Quantity mo Inventory 2010 Rental Tracker Inc Sales Availability Detail Screen From the Sales Availability List double click on a Stock Number or select the Detail Ctrl D from View dropdown menu The Sales Availability Detail Screen displays the orders with this Stock Number For each order you can see Order Number Production Code and Title Transaction Date Quote Date quantity Ordered quantity Shipped and Back Ordered quantities of the Stock Number The Back Ordered is the quantity that ordered but has not shipped yet Back ordered items are showing in red Stock Quantities Ifa company is multi location the availability of each stock item across each location can be seen Retired Menu Retired Inventory T Equally important
322. l print only the items purchased with this PO Leave the PO blank to get the report of items purchased across all POs MWO If Major Work Order number is used for purchasing equipment type the number directly in this field in order to filter the report Vendor To see the items that are purchased from the particular vendor select a vendor from lookup the table Leave this blank to show items purchased from all vendors Location If you use multi location features you have another option to select one of your locations and see the reports of equipment existing there Example 190 Reports O 2010 Rental Tracker Inc Rental Tracker Pro Demo Company Rental Inventory Report Date Time 2006 06 139 59 524M Quantity Quantity Barcoded Honcoded 4 O AAA AAA 0 Ooo y y y D 00250 ARRI 2500V MAGNETIC BALLAST Al Rental Inventory out Report This Report lists all the items that are out on orders as of a particular date Barcoded items are itemized and Noncoded As tDate 11 20 2007 CS Rental Inventory Out Report RTPro Demo Co items are summarized In addition to order information the Depatmen Pl i i Purchase Date and Purchase Price are also displayed Colega el tee Options Equipment C Ordet A DE Department Shows only the equipment belonging to this cael Department Leave this blank to show items from all departments SOK X carca us Her Category Shows only
323. l receive Day Rate This is the day rate the space will receive Weekend Hourly Rate This is the weekend hourly rate the space will receive Weekend Day Rate This is the weekend day rate the space will receive Color When adding a new schedule for a space this color will be used as default color Note User can change the color manually while adding a new schedule Location If your company using multi location features then location can be selected here Space Type Table This is a list of all the different space types The table consists of Code and Description This table is used to determine the type of space on space scheduling screen Scheduling Employee Scheduling Through the Labor Scheduling screen employee time scheduling can be entered in against an order Select Employee Scheduling under Scheduling menu from Labor Space module or press scheduling icon in the Order Processing Screen toolbar As soon as users select either Labor or Space calendar screen will be opened Calendar starts at Quote Date Note If this screen is selected form Labor Space module program displays the entire employee time schedule If this screen is selected form Order Processing Screen it can be filtered to display Active Displays only those records that are related to the selected order Other Orders Displays all records that are related to other orders with read only format Billed Displays only those records that are invoic
324. l to create all necessary codes from File Maintenance Module prior to adding rental equipment items Enter Serial box When this box is checked the system will prompt for the serial number of the item after each barcode is entered Auto Assign Barcodes box RTPro can keep track of your barcode sequence and automatically assign the next available barcode Make sure you have entered the starting barcode number in the Next Barcode Number field in System Setup see System Setup in the Administration Menu When the Auto Assign Barcodes is checked RTPro will assign the next sequence of barcode numbers for the quantity of items entered Print Barcodes box If you are using a barcode printer check this box to print the barcodes When using Auto Assign Barcodes all of the barcodes in the sequence will print If entering barcodes by hand the barcodes will print as they are entered Department Choose a department code This is not a required field Category Choose a category code This is not a required field Equipment Code Enter the Equipment Code or use the dropdown arrow to choose an Equipment Code from the Equipment Lookup screen Original Location If a company has more than one location and multi location feature of RTPro is used each item can be assigned to an Original Location Original Location is the place where this equipment was inserted to your inventory Make sure that the Multi Location box is checked in System Se
325. la A Rue te ere eer eer ee te ee ee re 329 Add SUBRENTA Li ceases seed A A doves ane cso ss 330 To edit S brental rOCordS nia el eee ee ol ee ae 330 update TOIS x sisi EE a saa iepacuca nen ecabaneanent devia ie pusseacuacaanaven aha ora 331 PINE TAG QUOLC ti ain cain A RO NE ma eae ed ee aaa aa 331 SS A ER ES CT RE ua sama RER A eee 331 Checking OUT HeMS ESS SUN RS ia 332 Checking In Single Orders Multiple Orders VV 333 checking IN SINOIG ONGC dai ee eae A es eee ee nn 333 Checking in Multiple Orders across a Production 334 LOG IN OUT SUSPENDE taa canicas 337 Morote ars TRO RIPO SE RS da eae ee Sea ie ee a de a cc 338 Suspending SVS LCI SRE AR A dd 338 EXUNOR TETOS Deere nee ener er cee a iaa 338 Chapter Introduction to the System RTPro is a complete inventory tracking system that allows you to track Barcoded and non Barcoded rental inventory items print rental contracts print checkout and check in sheets create and print invoices and track your accounts receivables RTPro is a GUI graphic user interface rental package It 1s coded with Delphi 2005 The database is Microsoft SQL Server 2000 2005 or 2008 This guide describes how to use RTPro and shows how to use its features to begin tracking your inventory It is recommended that you review this User s Guide before using RTPro System Requirements RTPro is a multi user system that runs on Windows platforms RTPro works on Windows 2000 XP Vista Windows 7
326. laying feature of RTPro ieee IEEE JRA in whole of the application al EUR Duration The duration time milliseconds of playing the sound Pay Frequency The frequency of beep slr sai Beeper Volume The volume of beep Mode 5 3 2006 02 37 54 Note If you do not want to hear any of the sounds set the duration to zero Note Some combination of Frequency and Duration may cause your scanner to crash when working in some screens if so try other combinations or disable sound E Barcode Scanners O 2010 Rental Tracker Inc Port Setting In this page users can set the cradle connection parameters for connecting scanners to the server via cradle Currently only COM port 1 and COM Port 2 supported Port Set the communication port number for connection Speed Represents the speed of connection Parity Set the parity bit of packets Stop Bits The number of stop bits for packets Checkout Barcoded In this page you can checkout a Barcoded item to a specific order Just scan items with pressing the trigger button or the yellow scan button on the keyboard After scanning a Barcoded item to check out program displays a success message followed by the equipment description It also displays the following quantities for the equipment you just checked out ORD Shows the number of items ordered for this equipment OUT Shows the number of items checked out for this equipment REM Shows number of remaining items t
327. lect Yes Order Header Screen will appear View Barcode This option allows the user to search a barcode When the barcode is entered or scanned the inventory screen will appear This function is helpful for giving a customer a price for an item or check status of an item You can click on this item in File menu or Press Ctrl B A hot key Ctrl F12 will bring up the barcode search from any screen View Noncode This option is used when a Noncoded item is returned and user does not know what order it belongs to Enter in the Equipment code you are searching agains and press the Refresh button then you will see a list of all orders and can select an order from the list and proceed with the Check in process To access this option you can select its menu item under File menu or press CTRL N Rental Availability From the Rental availability Screen the availability of equipment for each location can be checked For more details refer to Inventory chapter Download Batch Scanner This option allows downloading barcodes and noncoded items from a batch barcode scanner For more details see Download Batch Scanner Note The File menu also displays the last 10 orders that have been worked on from the workstation The display was added to help users keep track of the orders recently worked on List of Orders by type All orders can be shown in a list This list can be filtered by type of orders To do this select a desired order type fr
328. les Billed Report Devt Tiree 925 2010 5 15 14 PM Page 2 of 2 Price Price Price A ROOUICT Go aaa 320000 320000 50000 32000 RE pe ja O M LL a er ae e par FORTOR PRODUCTIONS LTD Er et sara sare sore 1 eee leas EE EE CE ea gearen Dale CR E fox a sobis Page si Seri HP EM IE ears mea zane pen par FORTE PRODUCTIONS LTD PEPEN EN Pipp A DATE ESCOTE A RE ES LE Report Total 54522173 AAA Inventory Reconciliation This report prints the rental inventory reconciliation It shows available quantity in inventory for either barcoded or non coded a 3 equipment You can filter results of the report by Department Mon Coded Cin FF Category Equipment range Date range and Location ee EE wf Options Category ri Department Shows only the equipment belonging to this Say pe i Department Leave this blank to show items from all departments rE Category Shows only the equipment belonging to this Begin Date r Category Leave this blank to show items from all categories End Date 2714 2008 cay Reports 2010 Rental Tracker Inc Equipment Range You can limit the range of equipment displayed in this report by selecting the beginning and ending equipment code Leave these blank to show all equipment You also can select multiple equipment To do this click on list icon in front of Equipment Range and select each one you want to include in report Date Range Use
329. les that remain open during a warm boot may not be retained To perform a Warm Boot Hold down the Power button for approximately five seconds As soon as the mobile computer starts to perform a warm boot release the Power button Cold Boot A cold boot restarts the mobile computer and erases all users stored records and entries that were not saved in flash memory Application and Platform folders Never perform a cold boot unless a warm boot does not solve the problem Note Do not hold down any key button or the trigger other than the Power button during a reset Performing a cold boot restores formats preferences and other settings to the default settings Note Any data previously synchronized with a computer can restore during the next ActiveSync operation To perform a cold boot Press and hold the Power button for approximately 20 seconds As the unit cycles into a cold boot appears in the upper left corner of the display window followed by the message Booting System Release the Power button As the mobile computer initializes its system the Symbol splash window appears for about 30 seconds Calibrate the screen Setting Date Time System Date Time Synchronizer System Date Time Synchronizer Set the device Date Time Date Year Month Day mom Waiting for signal Time Cancel Use the RTPro Date and Time Synchronizer window to set the date and time for the mobile computer RTPro has the ability t
330. lied Credit GL Account and Unapplied Debit GL Account fields in the System Setup Refer to System Setup Payment List RTPro lets users manage all payments on payment list page For viewing this page select Payment List from Payment menu or hit its icon on the toolbar In this section users can see filter payments by a status In this list the status is separated by color To filter by the payment status select any desired option from the Listing menu Each menu option will list the payment status according to selection To see Applied or Unapplied payments use their own icons from the toolbar ECM Account Receivable 2010 Rental Tracker Inc E Payment List RTPro Demo Company _ip x ey CR TS Urappied EF Production e Fen Panceri PA TE F ported peony noe fed Babes Fa ver pz Begin Date amant a ate End Date co m 12 16 2004 pe Check 122 20 00 1 35600 4577800 7 114009 11410800 113600 36600 1 2 11400 b al In this list different colors are used to distinguish each payment type You may observe Unapplied payments in Blue Applied payments in White Void payments in Red and Refund Adjustment payments in Green Changing Payment Status In order to change payment status right click on each payment that you want to change and click on the appropriate status that you want The status is described in the following section Cancel Payment Application This item can be selected only f
331. light the item on the attachment list and press the delete icon History 12 To review the previous transactions involving a barcode click on the History icon In the Rental Inventory History screen a summary of each order repair ticket and other previous transactions of selected barcode will display Revenue Generated Every time an order is invoiced the revenue generated by barcoded items is recorded Click on the Revenue Generated icon to check summary of the revenue generated by a barcode Displayed are the Month To Date Year To Date and Cumulative summaries for the number of Days and Weeks Billed and the amount generated for specific barcode Dl Inventory O 2010 Rental Tracker Inc Print Barcode Labels fi There are times when a barcode label is damaged or removed This option allows reprinting of the barcode label To reprint the barcode click on Barcode Printers icon Changing Barcoded Items Click the edit button to make corrections and changes to any of the fields for this barcode For more detail on the fields see the Adding Barcoded Items above Status In the lower part of the Rental Inventory Entry Screen the status of the barcoded item is displayed In Stock means the item is currently not on any order or in repair and is available If the status is Out the item is on an order The current order number the production code for the order the date the item was checked out and who checked it out
332. log box Then the user can put the exchanged barcode into repair For noncoded the prompt will come up Do you want to put item into repair If Yes the program will bring up the Damage dialog box Swap Use this feature to move a Barcoded item from one order to another one You should enter destination order here Source and destination orders should be from one production No Charge The feature can be used to note the item should be reviewed and considered a no charge when billing the client The system will not automatically no charge the item It will just note to the billing clerk the item was checked in as a no charge It is up to the billing clerk to waive the charge Check in Barcoded Items Checkin Single Barcoded ES When items should be checked in as Barcoded select Barcoded option under Check in menu or click on its icon from the toolbar then a green highlighted field will show and prompt the user for a barcode and you can start the Check in process If you see this box in white click on to activate 1t Type in barcode and press enter or scan it using a scanner If barcode is accepted 1t will be added to checked in list on the bottom of screen otherwise an error message will be shown telling Error not out on this order Press Ctrl Z to Continue If you enabled sounds in system setup you should hear good beep if barcode is accepted or bad beep if barcode is invalid Batch Checkin Barcoded Bl Thi
333. losed The order is closed All items have been shipped returned and billed There are no pending charges for the order Another way to add a quote reservation order From the production header screen click a icon Move to Restore from History It is possible to move an order to history This type of order will not be shown in active order list To move order to history select Move to history from History menu through the Order Header screen If an order 1s in history the order can be restored This option is only available from the History module In some cases it 1s impossible to move an order to history For example Within an order some items are still out and not returned yet The order is not completely billed Note If you insist on moving a not billed order to History from Order Header Screen set Bill Type to Stop All Billing Move Order to a different Production You can move an order to a different production This may be useful if you have created an order in a wrong production This function 1s helpful when you have duplicated an existing order and need to move 1t to a new production To move an order in Order Header Screen click on Move Order to a different Production from Move menu Order Billing Schedule This is the Billing Schedule function RTPro is designed to create an invoice for billable rental items on a weekly basis Variations to standard weekly invoicing can be designed by setting up a b
334. ltiple records and press Apply Multiple Discount or Apply Multiple DPW from the Grid Multi Select icon in the toolbar Pick List Screen You may add equipment to an order using pick list to increase adding speed To open the Pick List screen click on its icon in the toolbar or press F4 E Rental Entry Pick List Demo Company 00015 00015 ARR COMPACT 46 HMI HEAD OC 00020 ARRI COMPACT 2500 HMI HEAD 14 00026 00025 ARRI COMPACT 1200 HM HEADFOFFG Allo Include Accessor fr w Update Qida F3 IJE Update Est F10 7 q Browse Ordertt 50094 E y Production oduction CONC Cooperstown Hal Of Fame Pick list can be filtered by Department Category Equipment Code or Description Press F2 key or Click on Refresh button after selecting the fields to filter Equipment list will be displayed The items that are shown in black color are main items and gray ones are accessories for main item To add equipment to order enter quantity in Qty column When ordering a main item accessories can automatically be ey Order Processing 2010 Rental Tracker Inc included You may setup the system to add them automatically by checking Auto Include Accessory option on the bottom of the pick list If the accessory quantities are not automatically included the user may manually enter in the quantities Once quantities are added click on Update Order button or press F3 function key The equipment ordered will add to order Press F10
335. ly 20 6h 30m 20 AM PM 30m 130 Note For Hourly bill type program calculates the total hours that an employee should work multiply by Hourly Rate b Day Start Time End Time From Until Hours Billable Rate Weekend Calculation Type Rate 3 26 2009 3 26 2009 08 00 02 30 6h Day 160 1d 160 160 AM PM 30m Note For Day bill type program will not consider hours even if they are selected It just calculates One day of working multiply by Day Rate c All day event with Bill Type Day Start Time End Time From Until Hours Billable Rate Weekend Calculation Type Rate 3 26 2009 3 26 2009 pom fom ld Day 160 fame 1d 160 160 Note Program calculates All day event similar to Day bill type d All day event with Bill Type Hourly Start Time End Time From Until Hours Billable Rate Weekend Calculation Type Rate 3 26 2009 3 26 2009 Id Hourly 20 Th 20 140 Th d Note For All day event with Hourly bill type program multiply employee working time that is set through the Employee Detail screen by Hourly Rate 2 Imagine your employee should go to work on 29 of March Weekend Program calculates the billable amount for the four following Bill Type like following a Hourly Weekend EN Labor Space Scheduling O 2010 Rental Tracker Inc Start Time End Time From Until Hours
336. m 04 00 PM until 06 00 PM Here we have an hour conflict There will be an option to either print Labor or Space Production D Date Begin Date End Select Labor Employee Space Occupation Location E Labor Space Scheduling O 2010 Rental Tracker Inc Options Date Range Filters report to the labor space s scheduled days of work between the given date range If begin date is blank it will print the entire labor space schedule that are created on or before the end date If the end date is blank it will print the entire labor space schedule that are created on or after the begin date Production Select the production to limit the report to only show labors spaces for this production Leave this option blank to show the result from all productions Location If you are using multi location features you can filter to show only the records for the given location Leave this option blank to show orders from all locations 288 Labor Space Scheduling 2010 Rental Tracker Inc Chapter Barcode Scanners RTPro System supports many types of barcode scanners Some of these scanners have ability to work in RF mode Radio Frequency These scanners need an application to provide connectivity with the RTPro System This application is named RTPro RF Server To access system database you need to run this server and connect scanners to it RTPro RF Server ioix Serve
337. ments and start a new session Quantity to Add Enter the number of items that you wish to add to your shop After items are added into inventory changes can be made and status can be checked in the Rental Inventory Entry Screen To access this page from the Inventory Menu click the Rental dropdown tab and click Rental Inventory Rental Noncoded Items Added in This Session This box will display the rental non coded items that are added to the system at that moment Transfer History For clients using the multiple location feature of RTPro the history of items as they are transferred from one location to another can be displayed Inventory transferred from one location to another must reside on a transfer order See chapter 6 for details on creating a transfer order Equipment Rental History The history of rental items can be displayed through the Equipment Rental History screen To show a range of equipment this screen can be filtered according to different levels such as Location Equipment Code and Date ranges Also you can include subrental items in the list This will be useful when a large amount of equipment exist in list which listing all of them may slowdown the application After applying appropriate filter press F2 or Refresh Button Sales Menu Sales Inventory F Inventories of expendable supplies parts equipment held for resale or other items that are sold rather than rented are maintained in Sales For each
338. ments using Pick list 125 Review all Sub rentals Of an Order 0 0 ccccccecccceceecececececeeeeceeneceeneceeeneneeaeseeaeneeeseeneseenenenes 126 Understanding the pricing and updating features 126 Locking Prices on Rental Order Screen vs Subrental Records Screen 126 Mass updating Subrental Record ais idas 127 Sl O A O A A 128 Sales Order OCMC CI rashes eases tet velit ania dua aul aes veel a a a 128 e Gl foc ee ae ne Re RE D TS OO ae Ne CE Unes 129 Order NS Coot a le waders Sha ean ea he 129 Order Miscellaneous SINS cis se wenn a a ai 129 Summary and TotalS lips eo deen hee sa crescents Ads o eo 129 PROS tuahce a ec onesie A cele ac oatetonns a cre abate cima a 129 Sales Checkout Screen cd i 130 Stock DETAILS crei a a re 132 E O A A eben 132 PINE QUOlE SCC ui leia 132 Rental Check OUt IPIOCESS aiii A A antes aS 132 GHECKOUL Barcoded IES iia ii E A A A AA ace 133 GHECKOUPINONGOGDEO MON is A ATA AE A ed 133 Checkout Miscellaneous MS dd e 134 CHECKOUL SUDICNIAl MOINS sia a ed a ere Rte nn ed ss 134 Add SCh CROULNONCOQ C LEE eboios era Nas 134 CHOC CKOUE ANSE EES asa ie ida ni Sore es eae Gh an ead Ee a od aes ee 135 Baten DOWRIOaG CRECKOUL ache odo oe iio e st 135 Cancel GI OOK UE Ne ne en nav es ee bee hte ek es lala Dec la ee si eee wea hades Pek 135 Other Important Checkout functions 135 Rental Out Detail Screen it AAA AAA Unda AAA A ice 136 Some Common Error Message may you get Checking out ltems
339. menu or simply press the F8 button Another option is available by right clicking on the menu then Rental Inventory Screen will appear and display all rental items related to this equipment code Note Double clicking on any records in Rental Inventory Screen will open the Rental Inventory Entry Screen Refer to Rental Inventory later in this chapter Print Customized Scanner Readable Label for this Equipment Code This option prints the barcode label for selected equipment To access from Equipment Screen right click on a desired equipment code that you want to print a scanner readable label for and select Print Customized Scanner Readable Label for this Equipment Code The system will prompt for the quantity to print of the label mol Inventory O 2010 Rental Tracker Inc Merge Equipment System is able to merge different equipment codes together This function is more helpful when you define different codes by the same contents in Equipment Screen In other words when you have two types of equipment codes which are the same you may merge them together Enter Equipment Code 1 Equipment to Menge with x Cancel Help Note Please pay attention when you merge two equipment codes together the code of first equipment will be deleted and system will display the code of second equipment Always stay attentive when using this tool A record will be written to the exception file noting the equipment codes the user who perf
340. mmary Checking this box will only show the quantities for each of the fields Detail For detailed information about each count check this box In addition to providing total summary counts for each of the fields the specific barcodes and serial numbers are displayed The order numbers will display for all items out on rent and the items that are in repair The entry transactions for each non Barcoded entry also will be displayed The barcode numbers for missing items will also be displayed ONLY Print Equipment with a Difference Regardless of whether a summary or detailed version of report is being used see below check this box if you only wish to see a list of the equipment that have counts over or under the quantity owned Physical Inventory Review and Update Inventory Screen This screen summarizes the activity of the inventory for all of the types of equipment within the selected range see PI Start Dialog Box earlier in this chapter This screen will display the Equipment codes Description and quantities owned out orders in repair counted and Missing Barcoded quantity If there is a quantity in the difference column the Comments column will display the resolution For example if there is a difference of one the comment will say Retire 1 Barcoded Item Using the various Physical Inventory Reports see above as references the differences and their comments can be reviewed for one more time Update The left hand column of
341. mounts in the Add to Quantity Counted column will be added to the amounts in the Previously Counted Column The Add to Quantity Counted column is now empty and additional counts may be entered where necessary Difference RTPro will add up the quantity out on rent in repair and previously counted and subtract this figure from the quantity owned Any differences will be displayed in this column A negative figure means there are items missing while a positive figure means more items are accounted for than are owned As part of the inventory process shortages will be retired and overages will be added to inventory Because adjustments will apply to your inventory it is recommended that these differences are carefully reviewed Any quantities that appear unreasonable should be investigated and changes should be made prior to proceeding see the Physical Inventory Review Report and the Review and Update Inventory later in this chapter Out On Orders This screen will list the quantity of the equipment which is out for different orders This screen also displays the date that this equipment was sent out and the expected return date To access Physical Inventory Out On Orders double click on the Qty Owned column In Repair This screen will show the quantity of the equipment which is sent to repair during the physical inventory The date checked into repair and expected date out will be displayed in the list To access Physical Inventory In Repa
342. ms can be attached to a subrental vendor Many of the fields have default values but before attaching items to a subrental vendor it is possible to modify them if it is necessary To attach items to a Subrental vendor enter quantity in Qty to Subrent column If subrental accessories have to include automatically check Auto include accessories at the bottom of the Pick List The information should reflect the prices that the vendor charges your shop and the prices that your shop charges customers for sub rentals After selecting all records and quantities select a vendor and pick a PO or create a new one on the bottom of the screen Then press F3 or click on Update Order button to confirm data System posts the data to database but the pick list will not be closed and subrenting items from other vendors can be continued Note Pressing F10 key or clicking Update and Exit will save Subrentals and close the screen Note In the Subrental Pick list the accessory items are noted in gray and indented Once the items are posted back to the order the accessory items will show indented but will not be gray Field Definition Max Qty to Sub This column reflects the maximum quantity that can be subrented ds Order Processing 2010 Rental Tracker Inc Vendor DPW Days Per Week is the number of days that vendor charges company in any week Vendor List Price This is the vendor s price list Vendor Actual Price Actual price is
343. n Transaction User CreateDate MWO Vendor Vendor Barcode rs an MEA aa on El ES A 200202 16 Purohase ADMIN 2002 02 16 po Poco YY A A 20020406 Purchase ADMIN 20020406 fioowerf 2 lA 2002 0406 Purchase ADMIN 2002 0406 Tee 202406 Purchase ADMIN 20020406 TOP __ __ Sales Inventory Change Report Track all purchases and sales activity for each Stock Number with this report It will list any new sales inventory Include Stock With No Change F items added to inventory as well as sold items The report He CO reflects the net change during the selected date range You have the option to look at any changes that have taken place Category I within a chosen date range as well as those Stock Numbers First StockH I that had no change during that period Last Slock i Options Begin Date Department Shows only the stock belonging to this me FE z Department Leave this blank to show items from all Location zi departments Y or X Cancel Hit P Hp Category Shows only the stock belonging to this Category Leave this blank to show items from all categories Date Range Displays the detail of changes between this specified date ranges If a begin date is entered then the program summarizes all the changes prior to the begin date and prints only one row specifying the Initial Quantity Equipment Range You can limit the range of stock displayed in
344. n Billing Module you can track which orders need to be billed for rental extended rentals sales loss damages shipping and labor In addition there are billing reports to help maintain billable charges Understanding the Billing Menu layout The Billing Menu is designed similar to Order Processing Menu Invoices can be filtered across a parent or production invoices can be reviewed and several reports are available Setting Up the Billing Schedule RTPro is designed to create an invoice for billable rental items on a weekly basis However variations to standard weekly invoicing can be designed by setting up a billing schedule For example you may wish to invoice an order every other week or perhaps every fourth week invoiced with a 50 discount Use the billing schedule to define the billing periods so that reports and invoicing procedures will calculate billing periods for the order according to scheduled cycles defined and the amounts defined rather than the weekly default settings A Billing Schedule can be customized for an order or production see Order Header in Chapter 6 However if a billing schedule is used on a regular basis a template can be designed so that a billing schedule may quickly and easily be created for additional orders To do that you must first create a Billing Schedule Code and then create the template in Billing Schedule Setup see Setting up Schedules in Chapter 3 A customized Billing Schedule can be created o
345. n LADO A a A 62 Deparunent Lable ni A iii 63 Rental Category TADOS A A A nat 63 Sales Category FA sorie A a id 64 DEPreciatiO JAD aii A AA E int ie 64 Reed Reason Tapie a O e eae 64 Repair 1 VOC Table ca naaa 64 Owner TAD APP ns na eee ea A A NE Ar I AN Tee 64 Order Processing Men ai RS eue uen attente 65 FYOGUGHON TYPE 1 AIG nina eee aaa 65 SNPMehod Tablero ieee a eae eee ae i A a 65 SHIPPING Address Table a it 65 SS A A ten Mende 65 JODIGOMPORENE TADO A Edo RS RU aies edivedee ee eta 65 BMG AR MOTORS M leuarec Sete di ds dd aenene 65 Pay TYDS TADO ii lire nina 65 General Ledger Table cerren ata 65 OC Bc 0 eee ae ean ES IS II 66 EAS ea en aca cea nde ace Dieter aline beside 66 EN 67 General MONS RSS SR A 67 MACON AAA PA annee ey ane ne tiens PR ea tue 67 FOO Re en nl en ne en ne ue AR Ne den 67 AA min nn a me seau cie led Li 67 BEEE R EA E E EAE c elt cel alan ea Nestea ae asad ache 67 INVENTOR Naresh ate ico te ac ters te a te hese aeons ens oath anaes es enema 69 Inventor MO QUIO anita dae 70 Rental Me ina 70 E QUIDMICNE ADI e aras cio A ai ea lo ler Mere dent tee tie an 70 Rental Equ DIMELO A ASA cures Aci 70 Changing an Equipment Recon ed ie ore ee ee 74 INVentoryllems a lb ido 74 Print Customized Scanner Readable Label for this Equipment Code 74 Merge EQUINA dee 15 COPY ACCES SONS Ss aa a en int Oe ase ek lea 75 Location QUAN isa da os 75 ACCOSSOY Stud iaa 75 F l ACCESSO Scenic 76 SUID SUCUION EIST aa r a So
346. n Order level To see Billing Schedule of your order click on Order Billing Schedule icon thru the Order Header Screen or from Rental Order Entry Screen press Display Totals button Then use Billing Schedule icon to open You can customize billing schedules at the production level If a billing schedule is added to a production then you can readily add it to an order for that production see Creating Billing Schedule from Productions in Chapter 6 To create a customized billing schedule on production level select production from the Production List and proceed to Production Entry Screen From Setup List drop down list select Billing Schedule or simply press F2 There is also a billing schedule icon s The Billing Process Explained Billing an order There are two ways to bill an order One way is through the Order Processing This allows for a single order invoice The other way is through the Billing Module EU Billing 2010 Rental Tracker Inc Billing an Order from the Order Processing Module Click on Order Processing Module button in main ELENA screen Enter in the order number or select the order to Ger 25944 bill on the bottom of Order Processing Screen Production QUOTES Order Status Shipped You should be on Order Processing Screen where it Expected Retumn 6 29 2010 says Currently Working on Order the specified order should appear Usage Date 6 27 2010 6 29 2010 Cl
347. n blank to show results for all departments Category Select category to limit report to show only items for this category Leave this option blank to show results for all categories Equipment Range You can limit the range of equipment displayed in report by selecting begin and ending equipment Leave these fields blank to show all equipment Date Range To filter report results to show only records between dates use these options If only begin date is entered system includes all records after begin date and ignores all records before that date If only end date is entered system includes all records before end date and ignores all records beyond that date These dates should have values Location If you are using the multi location feature you can filter report results to a specified location Currency If you are using the multi currency feature you can select the currency to print values for it Include Subrental Information By checking this box Subrental information will include in report Sort By You may sort report results with Department Category or Equipment Example Rental Tracker Pro RTI Studios Rental Inventory Utilization Report Date Time 10 10 20102 22 58PM Page 1 of 1 Location LOSANGELES Date Range 1 1 2010 10 10 2010 Location LOSANGELES Currency USD NN A ASE lA A Avail Rented Days Re Billed Days out Revenue Revenue 1EKAlphaHead ieee _7282 2297 A 18 422 8
348. n error message after each scan In Batch Mode scanner gathers the information that is scanned which can be sent to the desktop RTPro by using a cradle and cable or it can be sent via the wireless mode Therefore if you have the wireless system available but you are out of the range of the wireless network you can use the scanner in the batch mode and then upload your data to RTPro when you get in range of the wireless network File Transaction Help www rentaltracker com BE bata ver 2 49 Batch Mode RF Mode Preferences Mode 5 3 2006 02 36 34 In the first screen of RTPro you will see the Version number of the scanner program For example in this picture the version of the scanner program is 2 49 and at the bottom of the main screen you will see the date and time that scanner uses If this date and time is incorrect you can set the proper date and time in the Control Panel of the scanner on the Date and Time settings Main Menu This is the main menu of the program that you will get to after selecting the Batch Mode or after logging in to the RF mode User can select any of the options by taping on the corresponding button If an option is not applicable then that button is grayed out For example in the RF mode the Send Batch Data button is grayed out RF Login After selecting the RF Mode on the first screen of the program is the login to the program User should use the same user id and passwo
349. n in the toolbar Credit Approved Checkmark this checkbox if production is credit approved If RTPro Accounts Receivable module is used credit approved will be used to determine if credit has expired or if the production is over their limit If the Accounts Receivable module is not used then there is no logic behind this field It would be strictly a reference and can display on a production listing Credit Thru Expiration date if credit approved Credit Limit Maximum credit this production can have unpaid Dollar amount of credit limit RTPro will check the available credit if the Accounts Receivable module is used RTPro takes into consideration the credit limit and deducts the unpaid invoices Credit Hold If credit is used check marking this option will hold credit across the production These productions will be shown in red within the production list Signed Terms amp Conditions This is a reference to use if the production company has a signed document on file Expected Wrap Date Production will wrap on this date This is useful for referencing date that a production should be close Terms The term indicates when the invoice should pay An example would be Net 15 Net 30 The terms validate against a table and can be entered in or selected from the table The terms default over when a new invoice is created To setup Terms refer to Terms list in file maintenance menu Note At the bottom of the production entry screen the c
350. n the drop down enter the quantity to order list price discount and the GL account To add sales items add the stock or select by clicking on the drop down enter in the quantity list price discount and the GL account Note When users press the Company Address button program automatically fills in the Shipping information based on the Location selected on lookup If the company is not multi location program brings the information from system setup If the Shipping Address already has value program asks Do you want to modify the shipping information and if user selects Yes then the address will be replaced p Purchase Order 2010 Rental Tracker Inc E Inventory Purchase Order Detail RTPro Demo Company Created 6 21 2010 Revised ai bela dt 19PM Ey U Note There is column called Vendor Catalog in both Rental and Sales grids The user is able to either enter in the equipment sales stock number or the Vendor Catalog If the Vendor Catalog is entered then the equipment StockNo will be populated The Equipment StockNo will be the Equipment StockNo that is entered for the selection of Catalog and Vendor from Vendor Rental Catalog or Vendor Sales Catalog screens The List Price on the PO will be populated with the price of Vendor Rental Catalog Vendor Sales Catalog as a default but user can change it manually Inventory PO Rental Transaction Double clicking on the or
351. n the move to history g Location LO SANGELES Invoices created on or prior to Production Order Invoice Repair AR 1 08207 0 cu Move To Cust H Create Upload iia nyvoice ushomer ame Date Date 600000 YESMAN res Productions 541 2008 4 75 2009 E 00002 YESMAN Yes Productions BS 2008 4 75 2009 O 00005 YESMAN Pez Productions 552008 6252010 O 600006 YESMAN Yes Productions 5416 2008 6302010 O 00007 YESMAN res Productions 5416 2008 6302070 O 600008 YESMAN Yes Productions 541 2008 4 15 2009 E 600010 YESMAN Yes Productions Brar 2008 O 00012 VYESMAN Pez Productions Brar 2008 4 75 2009 O 00014 SOAP NBC Studios 4 26 2008 4 75 2009 O 00015 SOAP NBC Studios 63 2008 4 75 2009 O 00016 YESMAN res Productions E28 2008 4 75 2009 O 00017 YESMAN Pez Productions 528 2008 4 75 2009 FT 600018 HAUNTING Cinebridge Productions 641 2008 O 600021 JACKSON Jackson Photography 122722007 O 00024 SOAP NBC Studios 52 2008 4 75 2009 O 00025 SOAP NBC Studios 6 9 2008 4 75 2009 Include All Exclude All OK x Cancel Month End Close This option will update the system setup Last Month End Close Date Once updated certain transactions could no longer be back dated prior to the date Transactions such as Invoice creation AR payments checkouts and checkins 59 Setting up RTPro 2010 Rental Tracker Inc oy Setting up RTPro 2010 Rental Tracker Inc Chapter Introduction to File Maintenance
352. n these grids before print system will prompt for Landscape or Portrait orientation Printing in a Landscape orientation may allow more columns to be printed You can see how many columns will print in each orientation at bottom of this screen E Getting Started O 2010 Rental Tracker Inc Print Grid Option Demo Company 2 x Orientation Portrait First 8 Columns wall print of DK x Cancel P Help Note you may print desired columns by moving them to first positions of grid Exporting Grid Data Most of grids also can export data to Excel XML HTML and Text In this case all columns will export To export choose proper Menu item by right clicking on grid or clicking on main menu of screen There is another option available to copy grid data to clipboard as HTML Printing reports When the report function is selected a report setup will appear and systems default printer selected Users have the option to send the printout to the selected printer or preview the printout on the screen The Setup option allows selecting a different printer if your shop is setup with multiple sharable printers User can specify number of copies and if the copies should be collated or duplex Not all printers will handle the collating feature Entering Code On the various screens through the application the system will ask the user to enter a specific code For example Customer Code Equipment Code Sales Stock Code
353. nce Module before adding rental equipment Items The Equipment Code and the General Ledger Account fields are the only required fields in the Equipment Code table Department If your shop 1s divided into departments based on physical layout or job duties the equipment layout can be designed to match Many reports like Pull Sheet for an order can be sorted by the department This would allow you to separate an order and divide the work among the appropriate staff The Department also may specify a group of equipment for items see Start the Physical Inventory Process later in this chapter To assign a Department to equipment it must select from Department table You can type Department Code or click drop down arrow to choose department code from Lookup list Category If you wish to provide a cost breakdown for the different groups of equipment on a quote or an invoice use the Category to group the equipment For example if Category used you could see a list of all of the Electronics and the rental cost of them followed by the cost of all of the Cables and their rental cost The two subtotals would add together for the total cost of the order As with the Department you may also conduct your physical inventory counts by Category see Start the Physical Inventory Process later in this chapter If equipment is associated with a Category you may type Category code or choose it from Rental Category Lookup list by clicking drop down arro
354. nd select Rental Price List or click on its icon on the toolbar menu Use the filter feature from the toolbar to print a Price list of selected equipment Print Images A report is available to print selected equipment codes with images From the Equipment Screen select Print Images under the Reports Menu Equipment Images RTPro Demo Company cal p x Eqipnent DE Select the equipment codes and the press OK The Range UT Daily Rate Weekly Rate and Replacement Price can also be selected to printout Print Daily Rate This option is also used in Rental Equipment Entry Print Weekly Rate Screen Press the Print icon and the dialog box will F Print Replacement Price appear Up to six imges will print per page Vendor Catalog List V This list demonstrates all vendors of one equipment code In this list vendors of this equipment can be added To add vendor for the selected equipment press button and choose vendor code from list of defined vendors Print Standard Barcode Labels For all equipments in this list i This feature prints a barcode label which is a barcode translation of the equipment code for the equipment codes listed HINT You can filter a range of equipment and print a barcode list for them Image Screen An image can be attached to an equipment code RTPro works with any camera which uses a twain device driver In order to use the image feature of RTPro the image option and image path must be s
355. ne layout method and stick with it It is also recommended that you leave gaps between Equipment Codes so there will be room to add new equipment codes within ranges Description This field is required and is the description of equipment The description can be up to 50 characters of all acceptable letters numbers and symbols Because the equipment can also be searched by description great attention should also be given to being consistent with the description For example the Acme 2000 Watt Widget would be found with all of the other Acme equipment in which the description began with the word Acme However by changing the description to Widget Acme 2000 Watt it would be found with all of the other equipment types that began with the word Widget As with the Equipment Codes it does not matter so much which way as it does to pick one layout method and stick with it It 1s recommended when entering the descriptions to be consistent with upper and lower cases punctuation abbreviations etc in order to give a more professional look to all documents and screens If you select Multi Location Equipment Description in setup you may add description for this equipment for each location To do this click on button a list of locations will appear and description for each location can be entered gt Location Description e CALGARY DMs ROTATOR CONTROLLER wy POWER CORD 320 HALIFA DMs AOTATOR CONTROLLER wy POWER CO
356. ne of these options DE Show the Graph Orthogonal or Perspective this icon will toggle between the two choices A Zoom Extent this will return the graph to 1ts original layout after Zoom In or Zoom Out a a Zoom Out Zoom In E Reports O 2010 Rental Tracker Inc am Reports 2010 Rental Tracker Inc Chapter Introduction to History To keep the program running fast certain group of EES xj information like Productions Orders Invoices and 5e Her Payments are archived into the History section of the ES program Records are moved to the History by running the Month End Close process from the Administration Module To access the records that are moved to the History you Et Order Processing need to select Order Processing Billing or Labor from the EE History Menu RTPro s user interface in these three sections is similar to 3 Billing the Order Processing Billing and Labor module in the live section of the program The only difference is that the background of the main screens is dark gray instead of light gray and the data in the History section 1s not editable In order to edit data that is in History you first need to restore the data to the live area and edit it This will be discussed in the following sections Restore Production from History To restore a Production from the history section to the live area From the History module click on the Order Processing button select the
357. ng up RTPro 2010 Rental Tracker Inc If this item is checked Subrental will update based on selection of items in this page and there is no need for the user to confirm changes Refer to Subrental Update Section for more information There are two types of prices in Subrental level One is the price that a Vendor charges the company and the other is the price that a company charges the customer If prices such as DPW Actual Price and Discount are changed in Rental Order Screen prices should be locked After locking an item and exiting the record an Update Subrental screen will appear Update Subrental Items RTPro Demo Company xl Vendor Update Vendor Begin Date LC all Unlocked Items Oriy Update Vendor End Date C Unlocked Items Oriy Update Vendor Days Per Week Unlocked Items Only Update Vendor Discount E AJ C Unlocked Items Oriy Update Vendor List Price cA E Unlocked Items Oriy Update Vendor Actual Price 6 All Urdocked Items Unk Customer 3 Update Customer Begin Dale ie All Unlocked Items On Update Customer Days Per Week Al C Unlocked tems Ori Update Customer Discount Al C Unlocked tee Oriy Update Customer List Pice C al Keine UR Update Customer Actual Pie Al uneteditene Day SK cama He This screen gives an opportunity for user to update the Subrental records all at once Refer to Subrental Update Section for more inf
358. nly end date is entered system includes all records before end date and ignores all records beyond that date Example Rental Tracker Pro Demo Company Rental Inventory Statistics Summary By Production Report Date Time 2006 06 19 2 36 14PM Page 1 of 5 DateRange 2006 06 19 Location LA Currency US ACPVYO1 40 Power Distribution Equipment Description Days Weeks Revenue e et HA OE Et 600 00 A O w eame U O ao RAT DIFFUSION SP o oo AAA T BO 2 070 Equipment Description Days Weeks Revenue ETT et poi OC e O 120 450 00 ee RRI COMPACT 4K HMI HEAD O Se a 00200 ARRI1248K ELECTRONIC BALLAST AAA Report otal 4455200 105 00 F1 055 742 96 ma Reports O 2010 Rental Tracker Inc Rental Inventory Utilization Report This report will print the equipment utilization during the selected date range Report is sorted by department and under each department type of A Rental Inventory Utilization Report RTPro Demo Company PIX F Include Subrertal Information equipment average quantity available days rented Sort By days days in repair utilization percentage and billed arnt 5 Departmeni days displayed with revenue for each type of C Category equipment The subtotal of each item will be printed Begn Date C Enine in report EndDate 11 20 2007 Options Location Department Select department to limit report to Cure x show only items for this department Leave this optio
359. nnnnonaness 16 A CO ici 0 Teme ee te Aon ee nn eee TTC O ee te mn ea 17 SING Manuals ORIO dd 17 SONIC SUD ito 17 Whaf s unique about RTPro SOMWall Cert sisi aiii 17 GETTING gt TARIED id la 19 Welcome to RTPro SOMW ANC odo A es 20 Understanding the Main Menu layout 20 AISLING oN UO lee sere peer ens eget A data te Cd ae natin dinar teat NC duct amet 21 OMIT ONO CNN LOIN Sarina a leen lic 21 US A E EE 24 COTM ON OR CU llorona teloneros de cico 24 USING TING ON HAM el ER ER AP O ES 24 Standard FUNCIONS vas see den th a eee ea cae eae eee ee 25 DISPLAY IST OS GIG is lees tee tate al 25 A Rea no Re ne EY ce ner 25 Exporning GHG Dal aad a esc o nc crt 26 PANUNG TODOS ii ad 26 ENCINA e o 26 Mute Sele CUON S RER Re e ce 27 RODO LIST EE er ne me ae ee ee Mie 27 IMAC VMOWeE E di iia 27 MAR Menu Oplos el 27 AAA e Cao tn ten ie et Svan Pmt vee On re Ni let ope 27 Database UMES ESS en rene i tte detre een 27 A eee TE Ar Se a ue D nn 28 Cam ra Sele CON qaaa een cae ee ene ie eee 28 Barcode PRO o CUD ido 29 o has i OT nai Diese taste cie e se de 29 DA eal SUI Gh RS da ias 29 Downoad Batch Scanner is ii A ida cds 29 Users Current IN RIPT io 29 Options MA e e dd 29 EMO A AA A o 29 Change PassWord a e e a 29 FRESCE INGOISUY edo ate vied ais ostias 29 VIEWS UA A A e EA 30 PAOLO MONS RSS dde dede Rotule di do 30 To SS eae en gi ae O O lee di nier Co er M ee 30 Rental Tracker Ine Contact Informations ina nt intended 30 MMW ROnAlTr
360. ns ao Date Range Prints the Checkout Sheet for orders with the Last Order checkout Date in the given date range Production You can choose a specific production and get Location HALIFAX the Checkout Sheet report for this production You also can select multiple productions To do this click on list icon in front of Production and select each one you want to include in report Order Range Prints the Checkout Sheet for orders with the Order number in the given range Location If you are using multi location features you can filter to show only the orders for the given location Leave this option blank to show orders from all locations Current Rentals Report This report lists the items that are currently out on orders E Current Rentals Report RTPro Demo Company z Options Dainai Format Summary Detail The Summary format lists the E a E Summary information in the order level specifying the order and oe C Dea the date the equipment should have been returned Detail quipmert JES format lists the information in equipment level specifying Ferge B xl Soit By equipment and quantities ordered Production fis Reun Dae Department Shows only equipment belonging to this Prejact Production Department Leave it blank to show items from all departments px Category Shows only equipment belonging to this Category Leave 1t blank
361. nt Current PO If checked program prints PO in the header area Include Vendor If it is checked a new column will be added to report called Vendor This option will be enabled only when Remaining Items is selected Print Replacement Prices Checking this item will print replacement prices for rented equipment Check in Sheet by Production This report is the same as Check in Sheet except that this sheet is for production and may contain all equipment from many orders Sales Return Sheet If you have some returned items from sales you can see them in this report You can choose to print All Prices Total Prices Only or No Prices You also may choose to print only equipment returned in a specified date range Value Sheet The report will list the value of the equipment ordered and you can select to print the Value Sheet by Replacement Cost or Replacement Price It is possible to sort this report by code or description of equipment Remaining Items Only If checked program prints only the items that are still out Include Sales If checked program includes sale items on the report sheet Cost Sheet This report will print the cost of sales and sub rentals for the selected order and the price of the production customer charged You can choose to print Sub Rentals Only Sub Rentals for Current Weekly Cost Sales Only or Sub Rentals and Sales If you choose to print sold items you have option to print Current Costs or average cos
362. nt Unapplied Type Received 2926 2004 02 07 CREDIT 930 00 0 330 00 2928 2004 02 07 CREDIT 930 00 930 00 pC ta Totals 1 860 00 T 1 860 00 Report otals 109 243 05 _ 109 243 05 EC Account Receivable 2010 Rental Tracker Inc Refund Adjustment This report will show all the Refund Adjustment Payments within the date range specified The report is separated by memes oo See the following example To Date 118 2007 Location CE AR Refund EU px v OF X Cancel E Lis 8 bob Example Rental Tracker Pro Demo Company AR Refund Adjustment Report Date Time 2006 06 10 3 48 33PM CreationDateRange 2006 06 10 Location LA 1010 10 FCB Checking em Productiotode RefundAdjustment pent creat 2959 ACPA 2005 12 28 54000000 Totals 40 000 00 sid 1020 10 FCB Money Market Payment Productiotode RefundAdjustment pent creat 2959 ACPA 2005 12 28 40 000 00 Totais 40 000 00 Report otals 40 000 00 40 000 00 Cash Receipts Cash Receipt report will list the amount of received EEE payment based on GL Account The total amount received for selected GL account and the Date Range ee report totals will be printed e Leave GL Account blank to show all GL codes for the selected date ranges GL Account LK X conca lin Heb Example ET Account Receivable 2010 Rental Tracker Inc Re
363. nt can be selected To do this click on list icon in front of Equipment Range and select each one you want to include in report SOK X Cancel Hit Help Production Select production to limit the report result Leave this option blank to show report across all productions Invoice Date Range The report can be filtered using invoice date range Leave this blank to bring all invoices in the report Example E Reports O 2010 Rental Tracker Inc Rental Tracker Pro RTPro Demo Company Rental Inventory Sold Report Date Time 34 22008 9 45 44 AM Page 1 of 5 Date Range 3A 22007 34 22008 Inveice 31 invoice Date 007 3 28 00 PM Production Code22977 lt MPULSE cose catogo poe it e ttt tp A Le pOur En i Date Price ABLEDISTR A C EXT ABDON 0002 ABORTO E A El La SERA sit OOo 330780 30 0002 24420078 330 00 _ E LEDET TERENS TEES E 0002 1 29 20070 303 00 oe ee eK Saepe CABLEDSIR TEE CAPS o oeoo freroo Ms a a invoice 315561 MES Date 23 2008 1 33 00 PM Production CES QUOTES Purchase Purchase aended bus pree eed SAA ARA SES S 5 AS FULL SINGLE z9 ESOO 14120079 mn 55 i 29 A 72 AN 0340 e FULL DORE 29 103400002 a 7204 288 16 is SU LC A i 3 JEFA 548 HMILEO195 TENSES SAK PAR SWF LENS LTM aceoias o00t 182 77 543 31 ILEO200 LENSES BA 2k PAR FF LENS LTM MLEQZOMOOOT 5 A 7404532 HMILEU215 AMILENSES 6
364. nt for this category will default to the Sales Inventory Detail Screen when a Category is selected The GL account determines what revenue bucket sales charges should go to for this particular category GL Account field can be selected from the General Ledger Lookup table Sort Order This number affects on sales output sheets and sorts the list by the order that you enter for example in sales checkout sheet Print Subtotal If you want to separate total of each category and view it in sales quote sheet you can check this box Department This field shows the department of sales items Department field can be selected from the Department Lookup table Depreciation Table Depreciation is an allocation of the cost of tangible property over its estimated useful life in a systematic and rational manner This table may contain all the depreciation types Examples of depreciation would be Straight Line or MCRS This table is available if system setup to use Depreciation See System Setup in chapter 2 for more information Life Months This is the life of depreciation The life must be entered in months Depreciation Method The Depreciation method should describe the method of depreciation Depreciation Methods are usually the Straight Line or Double Declining balance method The straight line depreciation method is the simplest and most commonly method used for depreciation Rental Tracker currently has no logic to calculate the depreciation
365. nt rental prices of each item but if it is not selected the rental line item prices will not be printed Print Rental Discount Check marking will print the rental discounts calculated on the quote Print Sales Line Item Prices This option is available when a quote is printed in Detail Using this option will print sales prices of each item but if it is not selected the sales line item prices will not be printed Print Sales Discount Check marking will print the sales discounts calculated on the quote Print Total Replacement Price This option will print total replacement price for rented equipment Print Shipping Charges 144 Order Processing 2010 Rental Tracker Inc If the box is checked program includes the Shipping information on the report sheet The checkbox will be enabled only when Rentals Only Current Weekly Price is selected Print Subrental Vendor If the quote has subrentals checking this option will print the vendor Print Weekly Rental Checking this will print the calculated weekly total on report Print Kit Header Checking this option will print header of kits if kits were added to rental Use Billing Schedule Checking this option prints billing schedule calculations if a billing schedule is attached to the order Customized Output When this option is selected the customized rental order will print on the Rental Quote report Do not print 0 00 items If checked program will not print items
366. nt to distribute into more than one Payment GL Location If your company is multi location from Location Lookup table select the location where the payment is received Received Received field is allocated for the amount of received payment Notes Here you can insert any extra information about this specific payment Apply Payments to Invoices After entering the payment information described above you can apply it to one or many invoices on a particular production You have few options ES Account Receivable 2010 Rental Tracker Inc If this payment is received prior to an invoice generated you can simply leave the payment screen after posting the payment without applying it to any invoice and apply payment to an invoice later Apply to this Invoice 1 You can apply the payment to one invoice by positioning the cursor on the desired invoice then click on the Apply to this Invoice icon or select Apply One under the Apply menu bars F2 Program will apply the payment to this invoice If the amount of the invoice is more than the payment received the invoice will not close and will show up in your list of unpaid invoices the next time you post a payment for this production If the amount of payment is more than the invoice amount you will have some remaining balance on the payment and you can apply it to another invoice or you can leave it to apply later Quick Apply If you receive a large payment tha
367. ntable in the equipment code s setup Sales Disc The sales discount is a percentage value There is no need for a decimal point a 10 discount should enter as 10 The discount will default over to the Sales Order Entry Screen Rental List Price Markup By entering any values Rental list prices will be marked up by percentage List prices will increase by this percentage E Setting up RTPro O 2010 Rental Tracker Inc Tax Type A tax type can be entered or selected from Tax Codes To setup the Tax Type refer to Tax entry screen in file maintenance menu When creating a new order the tax type value will default over to the order Billing Contact The accounting contact should be entered in this field The billing contact will default over to any new order which is created Billing Contact Information This is a default value for contact information in billing contact information Information such as phone and fax numbers additional contact names can be entered here Customer Contact This is the responsible person for this production An example of the customer contact would be the best boy grip or gaffer The customer contact must exist on the customer contact table To select a customer contact click on the drop down list If the contact does not exist user can add contact from the contact listing Note You may also add or view customer contact through the Main menu Select Contact under View menu or press on its ico
368. ntal sales and shipping replace price and cost You can choose to see shipment or rental totals separately This feature is accessible from Order menu of Order Processing Screen Browsing Order Revision History Within RTPro is the ability to save revisions when the rental order entry is altered To save revisions refer to the Save revision in Administration system setup section If your system is set to store revisions then you can review revisions By clicking on the Order Revision History option a list of revisions will be displayed then select a revision to view A revision cannot be rolled back This feature is accessible from Order menu of Order Processing Screen Note Revisions will be saved in PDF format Update Status This option refreshes the status of an order Many factors affect this characteristic status such as when items are ordered shipped billed The system updates the status of an order automatically when activity happens However if status is not refreshed you can use this option Move Order to Live This option can restore an order from history Orders in history are not visible in the Order Processing Screen and are only available from History Screen which can be seen from History Menu Check in out processes Features in this menu will open screens for checkout and check in processes For more details refer to Check in out processes later in this chapter Checkout Rentals This menu item opens the Rental
369. ntal Tracker Pro RTPro Demo Company Cash Receipt Date Time 11492007 12 34 42 PM Page 1 of 1 bate Range A200F 111392007 poe pe amount Recewed Twp prac ial Received _ aan CHAPO 7 za l IE 101 e200 E Nas ub Tota 000 10 Type 7 amount Received 3723 ra OA TT ESS EN ER Ce 1 000 00 32 788 00 Cash Receipts Journal Summary The report will list based upon the date range specified the PALETA ES cash receipts activity for the criteria selected The report summarizes by GL account Example Rental Tracker Pro Demo Company Cash Receipts Journal Summary Date Time 2006 06 10 3 53 13PM Page 1 of 1 Location LA Currency US 20 00 40 00000 gt arn ad Di ES ROO T M CPI SS mn SE Totals 90 900 91 396 906 91 EI Account Receivable 2010 Rental Tracker Inc Cash Receipts Journal Detail The report will list based upon the date range specified the cash KE receipts activity for the criteria selected The report is detailed f Ineach group sort by CES op s breaking out by GL account and invoice ee From Date To Date GL Code Range sl wf OF x Cancel EN Lis He Example Rental Tracker Pro Demo Company Cash Receipts Journal Detail Date Time 2006 06 10 4 03 56PM Location LA Currency US Invoice Production Payment Debit Credit Date Title No Amount Amount 1000 20 BBNT Checking 100168 2003 00 27 Dad A
370. ntent of the CE Registry E Barcode Scanners O 2010 Rental Tracker Inc For using this application all you need is to copy the executable file in a place in your hard disk and launch that Then add your device to the Remote Registry Editor and then browse the registry keys in left panel and view the contents in right panel Note You need Active sync installed on your pc before running the remote registry editor application Add RtproSL shortcut to start menu In root of Application on the scanner there is a file named ShellAppl_9000 Reg MC9000 platform use this file as start menu items You can modify this file and add RtproSL to this start menu Steps to Add Copy ShellAppl 9000 Reg from scanner to PC with ActiveSync Open the file with a simple text viewer application like Notepad Add below lines at the end of the file HKEY CURRENT USER Software Symbol SymShell Programs Prog5 Used to add additional programs to the start menu Same functionality as the program launcher values Name Application RTProSL RtproSL exe Description RtproSL Copy and replace modified file from pc to original location in the scanner Application folder Cold boot scanner for the new settings to take effect EL Barcode Scanners O 2010 Rental Tracker Inc ET Barcode Scanners O 2010 Rental Tracker Inc Appendix General Questions Why should automate Automation is one of the most productivity investments a compan
371. o be checked out Barcode This box will show the scanned barcodes In addition you can type the barcode manually in this field and press the OK button or easily scan with scanner trigger button Another section in this page is designed for checking out the Subrental Barcoded items Since Subrental Barcoded items are not kept in the program you need to provide Vendor Code and Equipment Code for the Barcoded item You can also checkmark the Serial No box and enter the serial number of the Subrental Barcoded item After scanning a Barcoded item to check out program displays a success message followed by the equipment description It also displays the following quantities for the equipment you just checked out ORD Shows the number of items ordered for this equipment OUT Shows the number of items checked out for this equipment REM Shows the number of items remained to be checked out Vendor Represents the name of the vendor that you sub rent this item from Equipment The equipment code of the sub rented item Port Setting Form File Transaction Help Port comi com3 Ocom O coma Speed Parity Hone Stop Bits f Cancel Save Mode 5 2 2006 23 02 57 Rental Checkout Barcoded File Transaction Help Order 500880 lt EXPRO1 gt _ Barcoded Subrental Barcoded Exit OK Success ARRI 575 1200 ELECTRONIC BALLA ORD 131 OUT 0 REM 131 Mode RF 5 3 2006 03
372. o synchronize the date and time of the scanner with the date and time of the PC running RF Server EURE Barcode Scanners 2010 Rental Tracker Inc Note For setting the data and time automatically make sure the RF Server is running and then try to cold boot the scanner Start the RF Server application on desktop computer Cold boot the scanner and wait to see the Date Time synchronizer form If scanner could not connect to the RF Server it will prompt you for entering the date and time manually Picture2 Note The RTPro Date and Time synchronizer screen will appear only one time after each cold boot Set the COM Port on the Scanner Use the Comm Settings window to select the communications settings CtiPanel Example Double tap CtlPanel icon double tap Comm Settings The Comm Fle Help x Settings window appears With Port highlighted use the left and right arrow buttons to select the appropriate communication setting Comm port selection values are USB default setting Seriall 115200 Seriall 57600 Seriall 38400 Tap OK to return to the Control Panel window Note After cold boot the scanner will reset the communication port to its default value __ Stat 34 y Troubleshooting Cannot Synchronize with PC Check Cable Check to make sure the link cable is correctly connected to the pc and the cradle Check Setting on the ActiveSync to allow COM or USB On Microsoft ActiveSync select the
373. occer Reportotals 501 495 68 954 461 04 447 034 64 Aging Detail by Production In this report users can see the aging of each production with details such as create date or due date Filtering options are available to reduce the number of productions You can select single or multiple productions Choose to see open invoices closed invoices or both Click on Include Unapplied Payments checkbox to put unapplied payments in the report If your company is multi location select a location While doing so you may observe a screen similar to the following example CE Aging Detailed By Production Report RTPro Demo 3 P x FF Curent Production F 0 30 Invoices Open M 31 60 r F 61 90 Include Unspphed Payments he Over 90 Location Note User can see all productions in detail if the production is not selected Note The report will not print the value of the columns if their Include checkbox is unchecked If a row has no value in any of the columns that are checked then that row will not be printed at all Example EN Account Receivable O 2010 Rental Tracker Inc Rental Tracker Pro Demo Company Aging Detailed By Production Report Date Time 2006 06 10 2 54 25PM Page 1 of 2 Location LA ACPYV01 AC Power Distribution 7 Phone 661 251 3245 Fax 661 251 3618 E e oy o Amount 100174 2003 08 27 2003 08 27 an 1 233 33 10010 E 3 160
374. odule and choose the Production Click on the arrow close to Pr icon located on the header bar and select Rental This will open Check in By Production screen for the Rental mode All outstanding rental order numbers for the production will be listed Check mark the Include box besides those orders you wish to include or click the Include All button if you want to select all orders By pressing F10 or select Checkin Screen the Rental Check in Screen will appear from this screen items can be checked in as described earlier in this chapter Checkin By Production Select Orders RTPro Demo Company Ee Elle Action Search View Help SAVYS ee Show Oriy Orders with Item Out Include only Ordes p Show All Orders having this Equipment Project Job Component 20000 25147 3 9 2010 Patfet QUOTES QUOTES 2 9 2010 20000 25148 3 13 2010 Pat Ship QUOTES QUOTES 3 13 2010 20000 25149 3 15 2010 PatRet QUOTES QUOTES 2 15 2010 20000 25150 3 17 2010 Shipped QUOTES QUOTES 2 17 2010 20000 25152 3 17 2010 Shipped QUOTES QUOTES 2 17 2010 20000 25153 3 17 2010 Shipped QUOTES QUOTES 2 17 2010 20000 25170 5 12 2010 Pat Ship QUOTES QUOTES 5 12 2010 20000 25205 6 22 2010 PatFet QUOTES QUOTES 6 23 2010 20000 25214 6 27 2010 Pat Ship QUOTES QUOTES 6 29 2010 20000 25215 8 7 2010 Pat Ship QUOTES QUOTES 8 7 2010 i 4 F The Check in By Production There are options to bring up orders 1 Show Orders with It
375. oices print if this box is checked Date Time and Create By will print on the invoice header Print Logo On Invoice If checked program prints the logo of your company on the Invoice printout Print Address On Invoice If checked program prints the address of your company on the Invoice printout Use Upload RTPro has an invoice export function which can be customized to export data If your shop will be using the invoice export then checkmark this indicator Upload Next Batch Number This is the batch number used when uploading All invoices uploaded in one session will mark with this batch no This batch no will increment automatically for each upload Upload prefix Any file that you upload to other programs will use this prefix by default in their name Upload Format This field indicates the program which you want to export RTPro data to it Currently uploads for Quick Books and AccPack are available If you are interested in exporting invoice information to another accounting package please contact Rental Tracker Invoice Upload File 1 File 5 Invoice Upload File 1 five field stores the path of where the export files will copy AR Tab AR Footer Default Ar footer can be selected here The program will default over AR footer when printing the Ar reports Note If there is default footer on the Location level the location level default footer will be used If the location level has no footer the program uses the foote
376. om the current position Qty Owned When user clicks on the Qty Owned value then program will display Rental Inventory Records for that equipment and for that location Qty in Repair When user clicks on the Qty in Repair value then the program will display Repair Header List with the tickets that have that equipment still in repair for that location listed in the grid Rental Availability Detail Screen Click on any date on the calendar to display the Rental Availability Detail Screen A summary of all quotes reservations and orders that are tying up items for this equipment code will display The order types are color coded Orders are in black reservations are in green and quotes are in gray In addition an Order Type column shows this status Other columns are Location Production Date and Quantity information Note Subrental information is provided for reference only Those numbers do not affect availability Note To view the content of each order right click on desired record and select Order Header Screen Rental Availability Location Detail Screen This screen shows the locations of selected equipment code and quantity available on stock Also displays quantity owned and the quantity of equipment which was ordered This page 1s accessible from the right click menu Add Barcoded Items li There are many advantages to attaching a unique barcode to as many items as possible If an item is Barcoded information can be tracked f
377. om Listing Menu Available filters are Quotes Reservations Orders Cancelled or All By selecting All Orders you can see a list of all orders colored by order type and described in the screen legend Note There is Dollar sign icon in the Order List screen when it is pushed it displays the 1st Week and Current Price for each order The values of these columns will be the same values displayed in the bottom left of the Rental Order Screen when the Display Totals button is clicked Subrental Purchase Order Listing This item shows all Purchase orders for Subrental You can filter this list by PO Production Vendor and Location To include subrental POs with closed status in the list select Include Closed checkbox The total amount of listed POs will be shown at the bottom of the screen a Order Processing 2010 Rental Tracker Inc C Subrental PO List RTPro Demo Company A A 10 x File Search View Help ale Ol Closed Show All SIAMEI VV FE Oo on PO Production Vendor Location Include Closed Ca Refresh Fa IC 202091 Wil TO 123 00 Open SPS 10001 AE On 11 00 2 23 2005 Open SPS10002 ACEOM o o a 123 00 8 23 2001 Closed SP510003 ACE 007 JAKIE 311 00 1116 2004 Cloned LA 5P510004 CAT 001 14152005 Open 3591 00 oj Browse Subrental Purchase Order Total gt Totals from the menu or click on its icon in the toolbar You can see the balance of each purchase orde
378. one Click on Add New Order Button Answer Yes to message Do you want to add a new Order Complete following fields Eile View History Move Record Help Dates _ x 500952 E amp 20 1 Currency CS Lock J Order Type Order 7 Location La y Job title order name Quote Date MO06 06 25 y Pull Date 3806 06 25 1 y Ship Date fanos 06 25 v RetumDate gt wl B ill Type Checkin Date y Usage Begfa06 06 25 y Usage End je gt Production PRODCODE Job Title jo D aily We ekly Biling Name fbseph Anderson Shipping Name E Billing Address Shipping Address e Days per Week City State Zip City State Zip e e Country Shipping Country je Billing Contact Customer Contact b Bill Cont Info Name Job Title Phone Fax Ship Method Ca Retum Method Y Payment Type Tax Type Bill Type RE Salesperson be Daily Weekly Days Per Week 1 Terms N30 y Production Type REST Project o z Job Component e y Customer Notes Inventory e y Print Notes M Transfer to to a eb Insert Created 2006 06 25 10 37 27 AM By U Revised By Order Status Empty Billing Status NotBilled Last Invoice Last Billed Range Last Billed Amount Save Order by clicking on x button Create New Production From Main Menu select Order Processing Module Order Process Module Click on button in front of Pr to create new arent Production production Pr 4
379. onging to this Fo Mos 1 20 2007 El Department Leave this blank to show items from all Location departments e OK M Cancel lin Y Help Category Shows only the equipment belonging to this Category Leave this blank to show items from all categories Equipment Range You can limit the range of equipment displayed in this report by selecting the beginning and ending equipment code Leave these blank to show all equipment You also can select multiple equipment To do this click on list icon in front of Equipment Range and select each one you want to include in report Date Range Displays the detail of changes between this specified date ranges If a begin date is entered then the program summarizes all the changes prior to the begin date and prints only one row specifying the Initial Quantity Location If you are using the multi location feature you can filter the report to a specific location Example p 1 Reports 2010 Rental Tracker Inc Rental Tracker Pro Demo Company Rental Inventory Change Report Date Ti me 2006 06 18 1 32 30K DateRange 2006 06 18 Location LA PDEPTIFRESNELSOOOOSARRAM2M8KHEADd Gty Transaction Transaction User CreateDate MO Vendor Vendor Barcode Serial Retired Order Production Total A ll e a A 2002 02 16 Purchase ADMIN 2002 02 76 PFA 3 gt gt gt A 1 20020406 Purchase ADMIN 200204068 fioomeerf 2 Gty Transactio
380. onnection setting for example changing the Server name DB name E Barcode Scanners O 2010 Rental Tracker Inc Start ES Stop Settings Cle Exit RTPro REServer Connections In this page you can find out more about the scanners connected to RF Server EE Server View Help ojoje ERP Server Connections Transaction Log Error Log History IF Address Port Host Name Notes Conmected 100 100 100 16 2475 4722 2006 12 3 100 1 00 100 21 1024 47 22 2006 12 5 IP Address This is the IP Address of the scanner connected to server Port Shows the port number that the scanner used to connect to this server Host Name The host name of the scanner Notes This column is reserved for future use Connected Shows when the connection between scanner and RF Server was established Transaction Log In this page you can see all the transactions that occurred between scanners and RF Server Every request from scanners and response from DB shows here error rr server Server View Help o e amp THERE an Server Connections Transaction Log Error Log History Success Success ACPWO1 GetProduction 50091 4 Request Contains the list of requests sent by scanners Response Shows a list of responses that DB sent for each request Each response is relevant to the request in the same row an Barcode Scanners 2010 Rental Tracker Inc Error Log Tab
381. ons available Click on the printer icon The print options are Invoice Summary This is a single page printout which recaps the invoice This report shows the total amount of orders with miscellaneous item if they exist a Billing 2010 Rental Tracker Inc Invoice Detail This will print the backup detail showing the equipment for each order on the invoice which made up the charges The backup document is a print out of the rental sales loss damage charges which supports the order summary section The backup does not consider any adjustments made to the summary charge area Print line item Prices If checked it will print out the line item prices on the backup detail Print Discount This option will print out a discount if applicable Print Line Item Customer Notes When this option is checked program prints the rental Customer Notes or sales Customer Notes in the Description column of the Invoice Detail report Do not print 0 00 items If checked program will not print items with Extended Price equal to zero Creating a Non Order Invoice You can create an invoice that is not attached to an order You can use this function to create an invoice for miscellaneous charges or perhaps a credit invoice To do this choose production select Create Non Order Invoice from Create menu of Billing Module Select the Create option on the top menu bar An Invoice Draft Header will display Add charges to Invoice Draft Refer to Def
382. ontact here se Setting up RTPro 2010 Rental Tracker Inc Merge Contact A function is available to merge different contacts together ISPM P xj This function is helpful when you have duplicate contacts ith same information in RTPro l Contact to Menge with Note Please pay attention when you merge two contacts once merged the first contact code will be deleted and all wy j the historical information will be transferred to the contact selected Use caution when using this tool as there is non l after th reversal alter the merge x Cancel T Help Sales Person S Sales Person is a person who is responsible for the orders and invoices in your company In List you can see all Sales Persons registered in application Managing Sales Person records Sales Person records can add by clicking on as icon To edit Existing records you can double click on them or select record and click on icon If you want to delete a Sales Person record you should ensure Sales Person record was not used Create Edit Sales Person record After clicking add or edit icons Contact Entry Screen will open The following fields are available Sales Person Code The Sales Person code is a 10 character code which should be meaningful to identify the Sales Person Some reports in the program use Sales Person code Sales Person Name This 1s brief description or name of Sales Person Fax This field contains Fax number of Sales Person
383. op When designing the label consult Rental Tracker for details View Barcoded Subrental History If subrentals are checked out with barcodes by using the vendor s barcodes history of the subrental barcodes can be viewed Subrental barcoded items can be filtered by entering criteria Note Returned items are shown in white and Not Returned as green Add Noncoded Items a For some types of equipment it may not be practical or physically possible to attach a barcode to each piece Enter these items as non Barcoded items Valuable inventory information can still be maintained including location and purchase information for each group of Noncoded items The Availability Order Processing Repair and Retirement features will still track the status of non Barcoded items The biggest difference between Barcoded and non Barcoded items is that with Barcoded items the ea Inventory 2010 Rental Tracker Inc status of each individual item can be tracked With non Barcoded items the status can be tracked but items can not be distinguished from each other since there is no specific identification number for each noncoded item To add non Barcoded items from the Inventory Menu click the Rental dropdown tab and click Add Non Barcoded Items or click on the Add Non Barcoded Items icon You will come to the Add Rental Non Barcoded Items screen NOTES BEFORE STARTING Although the only required field is the Equipment Code field it is
384. or applied payments After selecting this item status of selected payment will change to unapplied but it leaves the payment intact so it can be reapplied Note After canceling payment application all paid invoices by cancelled payment will roll back to unpaid status Void Payment This option undoes the application of this payment to the invoices and deletes the payment A window will then popup to verify the confirmation of this action selecting yes will change the status of selected payment to void Apply Payment This option is available only for unapplied or a refund adjustment payment After selecting Apply Payment Payment List screen will appear You can apply selected payment to listed invoices View Payment Application For viewing payment application right click on selected payment and click on View Payment Application payment screen will appear with disabled options that only inform you about payment specifications Note Double click on each payment and it will also display the payment application Apply Refund Adjustment Whenever you want to change the status to refund Adjustment you should right click on each payment and select Apply Refund Adjustment a box will appear and will request a Debit GL Account and Credit GL Account Note Only unapplied payments can be changed to Refund Adjustment Undo Refund Adjustment This option cancels Refund Adjustment and changes the status to Unapplied
385. or leave this option blank to show exceptions for all users Exception code If you are looking for exceptions created by a specific exception code enter the code in here or leave this option blank to show all type of exceptions The lookup list shows all the exception currently recorded in the system Date Range Filters the report to the exceptions occurred between the given date range If begin date is blank it will print all the exceptions occurred on or before the end date If the end date is blank it will print all the exceptions occurred on or after the begin date Location If you are using the multi location feature you can filter to show only the exceptions for the given location Leave this option blank to show all exceptions Example LUN Reports O 2010 Rental Tracker Inc Rental Tracker Pro Demo Company Exceptions Report Date Ti me 2006 06 12 46 53 Page 1 of 18 Sort by Date Datanterval 2006 0 1 0 2006 06 18 2006 02 14 55 00PM ADMIN_ CancelBc 653 500920 100282 joogis CanceledtOrder OOOO A O A PNA EE O AAAPAKAKI a aras DT PEO E A e TP TE ES Ten O 2006 02 4904 AMU Cancelic TESTSS 600921 9000 LASBIDOD PARKINESPACRENTAL angel 2006 0249042 OAM CancelNc TEST89 500821 OO User Login History When users log in or log out of the system RTPro keeps a 7 P x history with user code date and time of the login and x User Login History RTPro Demo Coi logout You can print this re
386. or that specific piece of equipment RTPro keeps a historical record of the item and the status of the item is known at all times 1 e whether it is in stock on an order in repair or retired To add Barcoded items from the Inventory Menu click the Rental dropdown tab and select Add Barcoded Items or click on the Add Barcoded Items icon You will come to the Add Rental Barcoded Items screen e Inventory 2010 Rental Tracker Inc NOTES BEFORE STARTING Although the only required field is the Equipment Code field it is recommended entering as much information as possible In addition to having the historical reference the information can serve as a sort for several screens grids and reports For example you may wish to run a report of all the items purchased from a particular vendor When adding like items from the same purchase you do not need to enter the same information for each barcode repeatedly During each session of additions the information that is entered into fields carries over from one barcode to the next until you change them Start a new session whenever an item you are entering has many differences to the last item To start a new session simply change the data or exit Add Rental Barcoded Items Screen and re enter The Equipment Code Location and Vendor fields should be selected from tables It is possible to create and add new codes to these tables from this screen as items are adding It might be helpfu
387. ore details about this option refer to System Setup Saving Revisions If the save revision option is activated you can see the last revision in this screen in front of the order number and its type order quote reservation By such information you will see the user code of the person who revised this order quote reservation date and time of revision In the same section you can see some helpful information such as Order Type Quote Reservations and Order Activity Sales Rentals PO required indicator Expired Insurance and over credit limit indicator Only some of these indicators are available If Accounts Receivable module of RTPro 1s used Security deposit indicates if one exists on production of order Steps to add a New Quote Reservation Order To add a new rental quote reservation order first determine if there is a production company already established for the order te Order Processing 2010 Rental Tracker Inc To check if the production company exists click on the next to the Production label A list of all productions customers will be listed If the Production exists double click on the Production If the Production does not exist then it can be added When the production is selected from the Production List the system will return to Order Processing Screen If the production 1s active then to add a new order click on the r icon The system will prompt to add a new order then se
388. ormation Misc Tab Shade Percentage The top header section on customer reports is printed shaded The shading can be adjusted Darker shading does not go through very well when reports are faxed You can choose a number between 0 30 to setup this feature Grid Delay Delay when user continuously presses Pg Up and PgDn keys Larger number reduces CPU Utilization but adds a delay to process each key press Print Main Item in Bold on the Reports If checked all main equipment items in reports will show as bold Report Error Logs to Rental Tracker via Email If you check this box the system will automatically send an Email to Rental Tracker Company and mention the errors occurred in program Save Access Violation Errors in Database If this box is checked the system will save Access Violation errors in database automatically It is recommended that this is checked a Setting up RTPro 2010 Rental Tracker Inc Crystal Reports Path This is a default folder for Crystal Report reports Those reports that are created with Crystal Reports will run from this folder If you want to specify a different path for each Report file leave this field blank and add path for each report to its own name Refer to Crystal Reports section for more details Company Header Position This will set the position of the company header on printouts The Company may be left right align or center in page header Company may also choose not to
389. ormed the merge and the date and time Copy Accessories Within RTPro there is a function that gives ability to users to copy accessories from one equipment code to another one To do this from Equipment Screen right click on a desired record and select Copy Accessories a window will appear and ask to specify the code of equipment which you want to copy the accessories of it into the different equipment code Enter the code and press Ok Enter Equipment Code Copy Accessories From as gt x Cancel yd Help Location Quantity By using this button from the toolbar menu the quantity of any equipment can be seen in each location of the company This option is only available if your company is multi location Accessory List a If a type of equipment is normally ordered and shipped with accessories or other types of equipment it can be linked together with the other types through the Accessory List Any type of equipment can be linked with another type of equipment Use this feature for equipment that you wish to have included together on the order screen and on numerous reports The accessories will appear indented under the main code on screens and reports File Search View Record Help MA as amp teo include Equipment 7 amp a 12 18F HMI FRES PACKAGE CHC o col Product Equioment Deseipion A Equipment HMIFIO005 gt HMIFIOSOS HF O30 12 18 HMI FRES HEAD 1 1 1 1 C
390. ose items that fall into each cycle In the above example all items fall into cycles 1 thru 4 Only 3 items falls into cycle 5 and only 2 item falls into cycle 6 Calculation of QuotedAmount for Cycle 5 line 2 7 35 1440 288 line 3 7 42 432 72 line 9 7 42 1080 180 SUM 540 00 Calculation of QuotedAmount for Cycle 6 line 3 7 42 432 72 line 9 7 42 1080 180 SUM 252 00 Note The user is allowed to edit the entries but program will not recalculate the Invoice Plan s begin end cycle or quoted amount It means if user change something he will be responsible for that Note There cannot be duplicates or gaps within the cycles It means user can not delete Cycle 2 when there is Cycle 3 Invoice Amount Comes from the Subrental PO Invoice Detail which matches the cycle This is the Calculated Amount that program shows in Subrental PO Invoice Detail Screen Please note that one or more Invoices can belong to same Cycle Paid Amount Comes from the Subrental PO Invoice Detail which matches the cycle Date Paid Comes from the latest Processed Date on the Subrental PO Invoice Detail which matches the cycle Inventory Inventory Purchase Orders This section is used to handle Purchase Orders that are issued for purchasing new Rental and Sales inventory User will have the ability to enter Purchase Orders for Equipment and Sales items When the inh Purchase Order 2010 Rental Tracker Inc
391. ost of the product Understandably if this product was purchased from several sources the cost may vary Enter here the normal most consistent cost to use as a point of reference Average Cost AS purchases are entered RTPro will calculate an average cost The Average Cost is displayed here and is used for other reference and reporting purposes Price The Price field is essentially the list price of the product This information might come from the suggested list price in a vendor s catalogue Alternatively maintain your own pricing system by marking up the cost This price will default to the quote to calculate charges for the customer Measure Enter a value here for products that are selling by a measure e g each dozen pound etc Taxable Check this box if sales tax should charge when this product is being sold Restocking Check this box if a restocking fee will be charged when the product is returned Restocking If your shop s transaction rule is based on charging customers a restocking fee this field keeps a percentage of the price that customer will be charged when returning this item E Inventory O 2010 Rental Tracker Inc Weight Enter the weight of the stock item On the Value Sheet RTPro calculates the weight of all of the items and provides the total weight of the order Inventory Check this box if this is a tangible product that you wish to track its quantities For a product that has no inventory such
392. ote Sheet Pull List Checkout Sheet Contract Current Week Contract Ey Handling Orders 2010 Rental Tracker Inc Checking out Items From Main Screen Run Order Processing Module Order Processing Module Enter Order number or select it from list Click on R button in front of Out ing Reports Fill Actual Checkout Date If Pull list is complete use Checkout all User Security must be permitted to use this option Seacoast Mon Barcoded Dialog F3 Mon Barcoded Single F4 Mon Barcoded List FS Add Checkout Moncoded F Batch Barcode Checkout All If partially pulling Non Coded Subrental or Miscellaneous Equipment click on No Barcode icon for Non coded Subrental and Misc items Checkmark Sub rent or Miscellaneous if applicable endor Click Refresh or press F2 vereor r Cal Refresh F2 Jl Checkout individual items and enter quantity by line EI Handling Orders 2010 Rental Tracker Inc Click Update Order F3 or Update and Exit F10 to post quantities Ne Update Order F3 _ Update Exit F10 ANOTHER WAY Position grid cursor on appropriate line press F4 Input Box xjl system will prompt for the quantity Enter the quantity to Checkout Checking In Single Orders Multiple Orders From Main Screen Run Order Processing Module Order Processing Module e Enter Order number
393. ove that completely Make RtproSL auto start Copy the RTProSL cpy and also the RTProSL run files to the Application folder of the scanner device Copy cold boot files to Application Copy the RTProSL ColdBoot cpy amp RTProSL ColdBoot reg to Application folder of the scanner device These files were created for automatically copying and installing the pre installation files after cold boot Copy preinstallation files EN Barcode Scanners O 2010 Rental Tracker Inc Copy netcf all wce4 armv4 cab amp symbol all arm cab to Application folder of the scanner device These files are required to be installed before running RTPro Create RTPro Folder Create a new folder named RTProSL inside the Application folder of the scanner if not exists Copy Rtpro exe Copy the executable version of RTPro to the Application RTProSL folder of the scanner Modify the wireless file Note After doing the above steps correctly cold boot the scanner to see if everything is ok Modifying Spectrum 24 file In this section we describe how to modify the spectrum24ds reg file for making the wireless settings memory persistence You need to do the below steps and modify the spectrum24ds reg file Upload spectrum24ds reg Copy the spectrum24ds reg file from the Platform folder of the scanner to the pc Modify spectrum24ds reg In the uploaded file replace the contents of the 2 below keys with the real values from registry read from Pocket PC Remote Reg
394. passed We have a report for this in the Reports section of RTPro under Rentals Operations called Past Due Orders For Tax purposes need to know the value of my inventory that was out on the last day of the year How can get this information You need to run the Rental Inventory out Report You can access this from the Reports Module under the Inventory submenu The As of Date should be the last day of the year I was checking the estimated income report and the orders to bill report would you explain how do they filter the orders In other words what should expect to get from each report and what are the differences The Estimated Revenue Report does not bill past the Return Date of the order The Order to Bill report there is asterisks on the some order indicating the order will have billable charges past the Return Date ECM F A Q 2010 Rental Tracker Inc Questions about History How do restore an Order from History From History Module click on the Order Processing select the order and then from the Order submenu select Move Order to Live How do restore a Production from History From History module click on the Order Processing select the production and go to the Production Entry Screen From the menu on the top section of the Production Entry Screen select History submenu then select Restore from History Note When you move a Production to live it does not move all of its orders to live you need to move
395. pation Color When adding a new schedule for an employee this color will be used as default color Note User can change the color manually while adding a new schedule Internal Whether the Employee is internal or external Working Days and Time Employee working days time can be adjusted at the bottom of Employee Detail screen Note When an employee added to the system working days time will default over from the System Setup Occupation Table This is a list of all the employees occupations The table consists of Code Description Hourly Rate Date Rate Weekend Hourly Rate and Weekend Day Rate Hourly Rate This is the hourly rate the employee will receive Day Rate This is the day rate the employee will receive Weekend Hourly Rate This is the weekend hourly rate the employee will receive ET Labor Space Scheduling O 2010 Rental Tracker Inc Weekend Day Rate This is the weekend day rate the employee will receive Space Table This screen allows the user to input the space information such as space code description space type etc Space Detail field descriptions Code This field is required and must be unique across all spaces Description Space description can be entered here Space Type This is the type of space and can be entered or selected from the table Studio would be an example of Space type Notes Additional notes can be written here Hourly Rate This is the hourly rate the space wil
396. pdown arrow to select one Transaction Date It is possible to select a transaction date from a date menu in this box Quantity Enter the quantity for this transaction Use sign to indicate negative quantities for example when adjusting a previous entry Cost This figure is the actual cost of this transaction which may be different than the cost you have on file for this Stock Number in Sales Inventory With each transaction this cost will factor into the Average Cost which is kept for each Stock Number Vendor Enter the Vendor code or use the dropdown arrow and choose a vendor from the Vendor Lookup for this transaction PO Enter the Purchase Order number for this transaction Notes Any additional information concerning this transaction may be entered here Create Date The system will default the date as you enter transactions or you may override by entering a date or using the drop down calendar Created By The person who logged into RTPro will be defaulted to this field As with other locations throughout the program the Created By is for reference and cannot override Location This field represents the place of each sales item Price The Price field is the list price of the product Note Press F3 or click on Update button to confirm data and the system will post the records to the database The screen will not close out and additional entries can be continued to be entered Note Pressing F10 key or clic
397. perform a Check in across If not all opened orders for a customer fit on one screen then you can click on the button with the down arrow and see additional orders ECM Barcode Scanners 2010 Rental Tracker Inc Order The Order Number you want to work with Customer Leave the Order field empty and fill the Customer if you want to Check in across all or some orders for this customer Multiple Orders Check this box if you want to choose the orders for this customer Mass Checkin Noncoded Mass Noncoded Detail File Transaction Help File Transaction Help Order 500880 lt EXPRO1 gt Order 500880 lt EXPRO1 gt Vendor pm eae Last Equipment 00265 Cancel Checkin By Production ret Quantity 1 Main 00005 Code 48003 Desc 29 HALF DOUBLE SCRIM Out 4 Im 1 OK Exit OK Exit Success Checkin Miscellaneous SubRental Checkin Mode RF 5 3 2006 03 40 03 Mode RF 5 3 2006 03 41 17 Mass Check in Noncoded will display the Noncoded items to check in one equipment code at a time and will allow you to enter the quantity of each to check in In the mass Check in Noncoded page select the mode for Check in or Canceling Check in You can also filter to do only the Miscellaneous or Sub rented Items by checking the appropriate boxes on the screen If you checkmark the Subrental box then you can enter a specific Vendor You can also enter the First Equipment to start the Check in or Can
398. play Multiple Currency Prices EE BY pressing Display Multiple Currency Prices icon a small window will open at the bottom of Rental Order Screen to show the total rental charges of equipment in the order based on the currencies that are defined in the system Note In this window the selected currency for an order will be shown in a yellow color How to Order Equipment There are many ways to order equipment 1 In the top section of the Rental Order Entry Screen position on a blank line and enter an equipment code in equipment column and enter in a quantity 2 The user can also select an equipment code from a list by pressing Alt Down Arrow when equipment column is highlighted 3 The user can use the drag and drop items from the tree list to the rental items area Select the Action and then Drag and drop or choose the F3 key eo Order Processing 2010 Rental Tracker Inc 4 Add equipment from the pick list This is the T icon For more details on the pick list see Pick List Screen later in this chapter It is possible to add kits to rental list See Create and using Kits later in this chapter for more details In all cases if equipment has accessories system will ask the user if accessories should be included Printing Quote Sheet Click on printer icon in the toolbar to print Quote sheet Here you can print rentals sales or both in summary or detail mode Quote sheet is also available from Report menu in O
399. plied for the user No matter if the user is profile or not When user clicks on this menu item RTPro opens a screen so user can set permission only for selected user instead of opening current permission tree and mixing up between users Include Sub nodes will be used to check or un check the sub nodes when a parent node is being changed Setting Access Rights for Users and Profiles Manual Security Setting RT Pro Demo Com pa 1 x Copy Rights From Profile ys lt MW Include Sub Hodes D Include Parent Nodes AL E t Main Page Controls H Administration Module gt Maintenance Module E 4 Inventory Module Order Processing Module H Reports Module E M Purchase Order 4 C Billing Module H Account Recievable Module fl _ Labor Module cm History Module Inactive Property Change Right Overante All Security Setting ok Apply x aa os P Help To permit or prohibit a user right click on the user name through the User Setup Screen A pop up menu will appear and choose Set Rights In the opening screen you have options to a Setting up RTPro 2010 Rental Tracker Inc Grant All Rights x User will have complete access to all areas within RTPro Select Revoke All Rights C Grant All Rights User will have no security access in RTPro Revoke All Rights Copy Rights From Another User Copy Rights from another User User will have Rights to have access like the use
400. pment codes can then be attached to the rental categories Examples would be Globes Cables Televisions Gel Frames Ballast Projectors Lens etc The Rental Category table is editable To add and edit the table select Rental Category from Inventory menu This table is constructed from the following fields GL Account The GL account for the category will default to an equipment code record when an equipment code record is added to the system The GL account determines what revenue bucket rental charges should go for this particular category GL Account field can be selected from the General Ledger Lookup table Sort Order You may want equipment to printout in a certain order on customer reports The sort order allows for this The equipment will printout in the Rental Category sort order Print Subtotal If you want to separate the total of each category on customer reports you should check this box Department This field links the rental category to a specific department This is handy for a user when equipm is being ordered The user will be able to filter equipment codes by department and rental category 6 File Maintenance 2010 Rental Tracker Inc Sales Category Table The sales category table helps identify the grouping of sales items An example would be globes gels tools The Sales Category Entry Screen is an editable screen To access this page select Rental Category from Inventory menu GL Account The GL accou
401. port Print Subrental Internal Notes If checked program prints the Subrental Internal Notes on the Description column after the description Subrental PO Pull List This report would be a report that companies give to the drivers to pickup the items ordered PO When user wants to see its Subrental items Purchase order number can be entered The Po lookup shows only the POs used on the current Order Please note that selecting the PO is mandatory here Vendor The vendor lookup shows only the Vendors used on the current Order Select a vendor code from list to print items rented from that vendor Print Notes If it checked program will include purchase order notes in the print out EC Order Processing 2010 Rental Tracker Inc Order Activity by Production This report lists all Checkout Check in Sales activity across a single Production It is useful for combining activities of a production with multiple orders into a single report To access this report user must first select a Production at the bottom of the Order Processing Screen Gantt chart for Open Orders A Gantt chart is a graphical representation of the duration of tasks against the progression of time A Gantt chart is a useful report for monitoring the orders progress of a production or series of productions This chart also facilitates to observe the activities of a parent Gantt chart is divided into two panels Left panel will show the specification of orders
402. port that lists the history of User A user s logins 8 Logn Date From Options To 11 18 2007 r User Enter the user code in here to get the login history wy for this specific user or leave this option blank to show login history for all users Date Range Filters the report to the logins that occurred between the given date range If begin date is blank it will print all the logins occurred on or before the end date If the end date is blank it will print all the logins occurred on or after the begin date Location If you are using the multi location feature you can filter to show only the logins for the given location Leave this option blank to show logins across all locations Example Rental Tracker Pro Demo Company User Login History Date Time 2006 06 159 54 444M Page 1 of 59 LoginDateRange 2006 06 18 Userode UseName Login Logout Version ee 2005 05 243 01 OO PM a 7 20003220 AMCAN WAREN e a P ATI 2 DAMNCHRS Damien ne boos 0s 243 2900em pro ROM OBRAS 00 PM pone OS ee A ET Reports 2010 Rental Tracker Inc Insurance Expires Report Use this report to determine the insurance status for each production On the Production Information Screen Rental E Tracker stores insurance information This report lists the Ewterasdlbas a insurance information for each production including the Blank Bates expiration date insurance company and poli
403. ports for this session will not be available Please see End Physical Inventory Process later in this chapter for more details Start Physical Inventory Process From Inventory Menu click on the Physical Inventory drop down tab and select Start Physical Inventory Process If the PI Start Dialog Box RTPro Demo Compa xj i i us Mote lf this is the first time you run the physical Start Physical Inventory Process is gray and unavailable it is Inventory module please refer to the printed because another inventory is in process That inventory must be Usa ee cs completed or stopped before being able to start a new EE O inventory Ces PI Start Dialog Box It is not necessary to take a physical inventory of all assets at the same time A successful inventory Equipment Range dE can be completed through a series of cycle counts You can El count certain types of equipment during one inventory and do Location a subsequent inventories for the remaining types of equipment d BP AP OK X Cancel a Help A dialog box will appear so that you can specify the equipment that you intend to inventory in this session The inventory may be conducted by Location Department Category Equipment Code range or a combination All of these fields come from system tables see File Maintenance Chapter 4 Enter the code or use the drop down arrow to make a choice from the lookup screen If you are doing a complete inventory
404. pplication Active Connections Shows the number of wireless scanners connected to this server DB Connection Represents the status of connection between RF Serve and selected database Database Name Server will connect to this database to send data Provider The OLE DB provider name for connecting to database Server Setting This 1s the setting page of RF Server In this page users can set the different parameters relevant to different sections of RF Server EX Barcode Scanners O 2010 Rental Tracker Inc 4 RTPro Proxy Server Settings j i loO x Database Connection Connection String Server Settings Log creer 1024 W Log Transactions View Timeout Seconds fio a M Log Errors View Requery ms f 00 5 Max Trans Logs f 000 Max Error Logs 500 Run Print Aoplication Automatically Save Log to database Location Time to save the log 21 00 Mum OF D ays to keep 7 History Apply x Cancel Interval to Reconnect Lost 60 Connection to Database Seconas Connection Setting Contains the list of requests sent by scanners Listen on Port Set the port of server which RF Server will use for connecting to scanners Timeout Seconds Represents the seconds that RF Server will wait for sending and receiving data from to scanners Re Query ms Represents the milliseconds that RF Server will wait to get a response from DB and if DB didn t send any responses in this period RF Ser
405. prices in this report by selecting No Prices option Detail If this format is selected for printing you will see a report of each rental item in detail This format has various options to sort items when printing the report Options Department Shows only the equipment belonging to this Department Leave this blank to show items from all departments Category Shows only the equipment belonging to this Category Leave this blank to show items from all categories Equipment Range The range of equipment displayed in this report can be limited by selecting the beginning and ending equipment code Leave these blank to show all equipment Note You also can select multiple equipment To do this click on the list icon in front of the equipment and select each one you want to include in report Barcode Range The range of barcodes that you want to be included in this report can be entered in these fields It is mostly used if you print your own barcodes rather than using pre printed barcodes and want to get a report of the entire inventory added to the system knowing the barcode range Creation Date Range Select a date range to use for reporting This will include items between these dates in report Purchase Date Range Here you have two boxes You can print only the items purchased inclusively within the selected date range PO In this box the PO that you gave to your vendor can be entered The report wil
406. quantity you want to Receive and press OK The sales items will be deducted from the originating location s sales inventory and be added to the destinations sales inventory Receive All This option will receive all the items from the originating location and add records to destination s location sales Inventory The items will be deducted from the originating location s sales inventory Cancel Receive When the Cancel Receive is selected program will open a dialog and prompt for the quantity Enter the quantity you want to cancel and press OK Program reduces the quantity from sales inventory from the destination location and restores the inventory to the originating locations sales inventory Cancel Receive All This will cancel receiving all items and delete records from Sales Inventory from the destination location and restore the items to the originating location Notes about Sales Transfer Orders If an order is marked as transfer Ship sales option works as Transfer and program transfers Sales stock between locations The destination location is set through the Order Header Screen If the shipment is canceled then the items will add back to the location s stock A sales transfer order is only closed if all the items are shipped and received When the items are received users cannot cancel the shipment from original location When an order is marked as transfer Drop Ship and Return Ship options are not available from the Sales
407. r If kits are added to rental items checking this option will print header of kits Exchange Sheet When exchange items exist in the rental list Exchange sheet report will print the description of exchanged items like the Old Barcode and the new one after exchanging Here an option is available to print the report over the particular date time intervals Swap Sheet A Swap Sheet report will print the description of swapped items A swap is when a customer is supposed to return barcoded item for a specific order and returns a barcode of the same equipment code on another order The user can swap the barcodes so the system switches the barcodes between the orders so the return can happen An option is available to print the swaps over the particular date time intervals EURE Order Processing 2010 Rental Tracker Inc Return List The return list is intended to be given to a worker who would receive or check in returned equipment for an order The report will list the equipment according to sub rented quantity the quantity of checked out and checked in items and quantity of items that are still out and also a column embedded in the report for the worker to write how many items returned You have an option to choose to print Rentals or Sub rentals by vendor Complete List Complete List will print a full list of equipment whether they are returned or not Remaining Only Remaining only will print the remaining items that are not re
408. r Inc S User Entry Screen RTPro Demo Company File Record Help Belong to Profile X Alek Profile CHK_1 User Code aoe T Assign From Protie User Securty Rights Printout Manual Setting Users linked to Profile Printout User Name Alek Password j is Profile or not Maximum Sales Disc Force Login as Remote User 7 9 Depariments Locations Permitted Departments Prohibited Departments Permilted Locations Prohibited Locat gt CAMERACAR CALGARY gt DOLLIES CINEQUIP GENERATORS HALIFAX LIGHTGRIP REGINA OTHER TORONTO El RHC VANCOUVER THEATRE WINNIPEG TRUCKS oy Browse Profile Options 1 Determines the profile that current user belongs to 2 Set user as profile or a normal user 3 Upon clicking on profile checkbox program will enable or disable the highlighted section if screen is in Edit or Insert mode 4 There will be a toolbar button in User Entry Screen to set the security for current user in two ways 5 There is a button on this screen which allows you to print User Security Rights and Users Linked to Profile Note The second report is only available for profiles so this menu item will be disabled for normal users Manual Security Setting While entering the screen the manager has options to copy rights from a profile by selecting a profile from the lookup and then apply manual changes As soon as pressing the OK button all selected securities in tree will be ap
409. r Right click on a desired record and choose Display Subrental PO Invoice This screen will list all invoices that are attached to a subrental PO The total amount of attached invoices will be shown at the bottom of the screen Subrental PO Invoice screen is available via Subrental PO Totals Checkout Reocrds To see checked out subrental equipment attached to a PO use this screen Checkout records are described in detail about an order and production on which this item was checked out Returned items are shown as white and not returned as green Subrental Purchase Order Listing To see the detail of a purchase order double click on a desired record or choose Detail Information from right click menu Order Processing Activities Add Edit View Orders These features will be described later in this chapter in detail Refer to Order Header Screen for more details Duplicating Current Order Using this feature you can duplicate a current order and copy all items that are ordered or shipped in it You can access this feature from Order Menu of the Order Processing screen There are copy options available You can choose to include all rental items sale items or both Selecting Use Quantity Ordered will order the exact quantity of ordered items from current order to duplicated one whereas selecting Use Quantity Shipped will only include the items which were shipped on the original order There is an option to
410. r View Help a 661 BERS Phan Server Connections Transaction Log Error Log History Fak er Poe DB Connection Connected Socket Status Listening S IP 100 100 100 1 Database Name rtprosl erver 100 100 SQLOLEDB 1 Server Port 1024 Provider Active Connections O RTPro RF Server is a medium desktop application for making a connection between wireless scanners and RTPro database With this application users can control the events occurring in scanners and manage them If this 1s the first time that you are using this application and you need help for running the RF Server please refer to the setting section and follow the instructions Server Tab In the main page you can see some useful information about the running status of the application With this information users can manage and solve the problem faster and easily Server Status Showing the Running text with green color represents the server is running without any problem Socket Status Status of this section represents the status of socket which sends and receives data to from scanners Listening means the socket is ready for sending and receiving data Server IP This is the IP address of the computer who is running the RF Server application This can help the user to ser the server IP inside the scanners application Server Port The connection between scanners and server will This can help the users to set the server IP inside the scanners a
411. r situation Make sure the scanner is completely set on its cradle Synchronize with desktop computer ETS Barcode Scanners O 2010 Rental Tracker Inc Exit the RTPro on scanner and make sure you can synchronize with desktop computer RF Server is running If you use the Send Data via RF make sure the RF Server application is running on the desktop computer Not able to connect make a wireless connection on the scanner taskbar Click the Spectrum24 icon and follow below steps Can the scanner ping the access point Check the Spectrum 24 status by selecting the Status from the menu and see if you have signal Is WLAN Exists Select Find WLANs In addition see if your access point is available in the list If it does not exist make sure the scanner is not too far from the access point and the access point is turned on and working properly If you can see the Access point in the list select that and press the Connect button Then set the proper wireless configuration and press OK Can scanner ping the computer running the RF Server Click on the Status menu and select the Ping page Type the IP address of computer running RF Server press Start Test button and make sure scanner can ping the computer Can computer running the RF Server ping the scanner On the command prompt of the computer running RF Server ping the scanner IP and see if you have reply from the scanner Does the scanner have a Static IP Click on the Status menu and
412. r that is selected form the User Profile Lookup Copy All Rights and Settings From Another User Copy Rights From Profile Copy All Rights and Settings From Profile Copy all Rights Setting from another User Overwrite All Security Setting r User will have not only the rights but also the settings of p Select The UserProtile as the user selected For example Minimum Days Per Week Copy Rights From Profile DK x Cancel P Help User will have rights to have access like the profile that 1s selected form the User Profile Lookup Copy All Rights and Setting From Profile User will have not only the rights but also the settings of the profile selected Overwrite All Security Settings All the users security setting will be overwritten by one of the above selected options Select the User Profile This is used when you have sleect to Copy Rights from another user or profile If this is check marked and a selected user profile is selected all the users security setting will be overwritten with the selected user profiles settings There is an extra field in Set Rights for User that can give all defined rights for a user to the selected one Security Setup B Security is very important in protecting confidential information Therefore RTPro has a security module to block people from gaining access to specific sections of the program that they are not authorized to perform i e changing the weekly ren
413. r that is selected in system setup Default Payment GL When payments are made the GL account is required The Payment GL will default over but can be changed AR Discount GL When discounts are applied the amounts will link to the AR Discount GL Show Payments in AR Statement The payment detail will print on the customer statements Otherwise only the invoices and remaining balances will print Default Payment Type The Payment Type defaults in on the Payment Screen within AR module There is a Pay Type table which can be maintained within the file maintenance module Refer to the Pay type section for further details Unapplied Payment Creation Credit GL Account Unapplied Payment Creation Debit GL Account When a new payment is added the values of these fields will be added into the Invoice General Ledger Transaction table for the amount of the payment Credit Memo creation Credit GL Account Credit Memo creation Debit GL Account When a new credit memo is added the values of these fields will be added into the Invoice General Ledger Transaction table for the amount of the credit memo PRE Setting up RTPro 2010 Rental Tracker Inc Credit GL Account when applying Unapplied in future month Debit GL Account when applying Unapplied in future month When an existing payment is applied in a month past the payment received month the values of these fields will be added into the Invoice General Ledger Transaction table for the amount appli
414. r this number as the barcode number in the Rental Inventory Entry Screen As noncoded items are sent into repair of retired the group quantity will decrease If items are checked out of repair or restored a new group code will be assigned xxxx E Inventory O 2010 Rental Tracker Inc You can make corrections and changes to any of the fields for this group see the Adding Noncoded Items above for more details on the fields The other features of the Rental Inventory Screen Status Image Attachments History and Revenue Generated do not apply Rental Availability Al From the Rental availability Screen the availability of equipment for each selected location can be checked From the Inventory menu click the Rental drop down tab and select Rental Availability or click the Rental Availability Screen icon Enter the Equipment Code or use the drop down arrow to choose an Equipment Code from the Equipment Lookup screen When the equipment code is entered the information from that Equipment Code is displayed for reference 12 23 2007 50 i 12 30 2007 123142007 50 50 162008 20 e 113 4008 50 50 30 117 y 3 1 20 2008 1 21 2008 17227 1423 2008 1434 Mal MERE 2 2008 0 0 50 127 2008 1 26 2008 1423920068 50 FAA E 2006 2 8 2006 RE 217 2008 E EJE anami 217200 2412 2008 E 2714 2008 5 2008 ee ee Note If your company is multi location to see the specific location availability fill in the location field In t
415. ram will default over sales return footer when printing the sales return report Note If there is default footer on the Location level the location level default footer will be used If the location level has no footer the program uses the footer that is selected in system setup Save Swaps in Customer Notes saves in Internal Notes if not checked RTPro is able to move a Barcoded item from one order to another one checking this item will save swaps in Customer notes If this item is not checked it will save in Internal Notes Note The current value in the notes will not be overwritten and the swap notes will be added to the end of it Restore items when Checkin is Canceled for Loss items If checked the system restores loss items from retired inventory when the checkin is canceled on Rental Checkin Screen If not checked the system doesn t let you cancel the checkin First you need to restore items from retired inventory then you may be able to cancel checkin Otherwise an error occurs and stops the process Print Customer Code and Production Title on Subrental Return List on pages 2 If checked the Customer Code and Production Title will be printed on Subrental Return List Subrental Tab PO Required for Subrentals This option will force the user to attach a PO to subrental records when ordered If not checked the subrentals can be ordered without a PO Update based upon below without prompting when changes are made CE Setti
416. rd that they use on the RTPro desktop application If you get an error that says Cannot connect to the server it 1s because the scanner is unable to connect to the RF Server program File Transaction Help Rental CheckOut Rental CheckIn Sales CheckOut Physical veto View Barcoded Info Send Batch Data MES Exit Mode RF 5 2 2006 23 07 30 File Transaction Help Enter your User ID and Password User ID Password Server IP 100 100 100 1 Exit Login Mode RF 4 13 2006 03 19 06 EX Barcode Scanners O 2010 Rental Tracker Inc RF Setting In this page users can set the different connection parameters for RE connecting the scanner to RF Server Scanner program has the ability to connect to a primary or a secondary RF server With this feature if the Liens Server1 Addr first RF server is not on line then the program will try to connect to the Serveri Port secondary RF server Server2 Addr 100 100 100 16 Use RF Check this box if you want to use the Wireless features of Server2 Port 1o24 RTPro Connection Timeout ho 0 Send Receive Timeout fio Server1 Address The IP address of the computer that is running RF f Compatible With RF Server 5 Server Application and scanner should connect to that eae cae Server1 Port The communication between scanner and RF Server will be established via this port The same port number should be se
417. rder Processing main screen Shortcuts are available from the right click menu When you click on equipment in order list Shortcuts are available from right click menu Add Accessory to this main item Accessory items can be added to a main equipment code even if the item is not part of the accessory setup Edit Accessory Using this you can edit accessories of the main equipment code in the list Clicking on this item will open a list of all accessories of the main equipment and you can edit quantity and sort the order of them To remove one accessory in this list set 1ts quantity to zero Equipment Code Detail By selecting this option you can see Equipment detail for selected equipment Here you can edit or add new equipment codes For more details see Adding a New Equipment in Chapter 5 Internal Notes and Customer Notes The options will move the cursor to customer notes or internal notes for line item By pressing F2 on these columns notes can be viewed and edited Refresh Original Discountable Status This option will reset the discountable flag from the default setting indicated on the equipment table setup Checking Equipment Availability for orders You can review availability of equipment by checking Check ES3SISIR ESS etry su Availability box Equipment items listed in red are not available ft trente Goto Action Help Availability of items can be checked on pull date or ship date of an check avalabity FF Pla
418. rder Processing screen click on File menu the list of the last 10 orders that you worked on appears Click on the one you want How do check in and create a contract for missing lost rental items To check in items as missing rentals loss go to the check in screen There are two ways 1 Single item at a time Set the mode at the top Normal to Loss ET F A Q 2010 Rental Tracker Inc Check in your item and the system will prompt for the loss reason The item will be checked in on the order as a loss and the item will be retired You can view the loss items from the loss damage list on the check in screen You can also edit the pricing there RTPro does not create a second contract and keeps the items on the original order contract 2 Across all items At the top of the check in screen select missing rentals Select Retire all missing rentals The system will prompt for a reason and all the outstanding items will be retired How do search in RTPro to show the quantity of certain Equipment which is rented by the specific customer 1 Go to the Order Processing Select the Customer Production on the bottom of the Screen and then click on the Checkin By Customer Icon to the left of the yellow question mark 2 On top left of the Checkin By Customer Screen select Show All Orders 3 If you are only looking for certain Equipment then select the Equipment code from Include Only Orders having this Equipment 4 Click
419. re you can filter report results to a specified location Currency If you are using the multi currency feature you can select the currency to print values for it Stock Range You can limit the range of stock numbers displayed in report by selecting begin and ending stock numbers Leave these fields blank to show all equipment You may also select stock from list to include in report using list button in front of the first stock number Date Range To filter report results to show only records between dates use these options If only begin date is entered system includes all records after begin date and ignores all records before that date If only end date is entered system includes all records before end date and ignores all records beyond that date Examples EMI Reports 2010 Rental Tracker Inc Rental Tracker Pro Demo Company Sales Inventory Statistics Summary By Production Report Date Time 2006 06 19 3 34 51 PM Page 1 of 2 DateRange 2006 06 19 Location LA a Currency US CR Report otal 1713 00 215 305 32 Estimated Revenue Reports These reports provide projected revenue based upon ECIDAE no Company IE the criteria entered To arrive at the revenue the report As Of Date looks at what charges are currently due across orders G Extend to end of Weakly Cycle You may summarize the report by parent production or Paent production type Produchon noose MEME C Upto As of Date Only
420. reation date created by last revised date last revised by and the last activity date is noted The last activity date is updated when a new order is created and when invoices are created Current PO Users can enter in a PO in this field This PO will default over to new orders Production Contact Screen This screen will list the contact information of persons who are responsible for the production Select the screen under Setup List menu from Production Entry Screen Attachment List a Setting up RTPro 2010 Rental Tracker Inc 1 This option allows files to be attached to an order for example a picture a signed agreement or perhaps a certificate of insurance document The Attachment List screen consists of three parts Scan File which allows you to attach files using scanner Browse File section and Attachment list that shows the attached files Attached files can be opened or deleted using right click menu Note This screen is also accessible through the Order Header Screen Vendor V Vendor is the person or company that items are purchased from or subrented In Vendor List you can see a list of all Vendors defined in application They may be active or inactive iH Use this button to print mailing list labels for all vendors R You may view the catalog of rental equipment for the selected vendor in Vendor Rental Catalog Screen S You may view the catalog of the sales stock number for the selected vendor in Vendor Sales
421. recommended to enter as much information as possible In addition to having the historical reference the information can serve as a sort for several screens grids and reports For example you may wish to run a report of all the items purchased from a particular vendor When adding like items the information entered into the fields will apply to the quantity entered Start a new session whenever new items you are entering have many differences from previous one otherwise the new quantity will inherit the information from the previous entries To start a new session simply change the data or exit the Add Rental NonBarcoded Items and re enter The Equipment Code Location and Vendor fields must be selected from tables Although it is possible to create and add codes to these tables from the Add Rental Barcode Items screen 1t may be helpful to create the necessary codes in File Maintenance Module prior to adding rental equipment Department Choose a department code This is not a required field Category Choose a category code This 1s not a required field Equipment Code Enter the Equipment Code or use the dropdown arrow to choose an Equipment Code from the Equipment Lookup screen Original Location If a company has more than one location each item can be assigned to an Original Location Original Location 1s the place where this equipment was inserted to your inventory Make sure the Multi Locations box is checked in System Setup see C
422. red Order The Order number you are working with Exit OK Last Equipment The equipment code for last checked in equipment Success ARRI 125W POCKET PAR Last Quantity The Quantity of last checked in equipment Mode RF 5 3 2006 03 57 38 Subrental Check this box if you want to Check in a sub rented item After check marking this box you can fill in the Vendor code Equipment The Equipment code of the item that you want to Check in Quantity The Quantity of this equipment code that you want to Check in Damaged If the returned item from your customer is damaged then checkmark this box Fill in a brief description of the damage EURE Barcode Scanners 2010 Rental Tracker Inc Cancel Check in Barcoded If you mistakenly Check in a barcode item to an order do not worry this page helps you to cancel the Check in operation It is simple Just scan that barcode again to get the success message and cancel the Check in Barcode This box shows the scanned barcode In addition you can type the barcode manually in this field and press the OK button or easily scan it with scanner trigger button Cancel Checkin Noncoded You can cancel the Check in for a non Barcoded item in this screen All you need to enter is the Equipment code and quantity you want to cancel If you are canceling the Check in of a sub rental item checkmark the Subrental box then enter the Vendor in the box next to it Order The Order num
423. red The other checkboxes will look for the related charges Note For the Sales items Restocking will allow users to bill just for restocking When this box is not checked program will ignore the restocking charge when calculating the bill Also when only this box is checked program creates a bill for Restocking only if there is charge If there is a restocking percentage at the customer level that restocking percentage will be used instead of the restocking percentage which is set on the stock item level So program will check the Customer level at first Note Transfer orders will not be billable for Sales charge Create a Preview Preview is not an actual invoice but is a snapshot of what the billing is based on options selected A preview cannot turn into an invoice draft and does not affect the status of orders It is simply a tool to look at what the invoice will look like prior to creating the actual invoice Create the Draft Before creating an Invoice it must first be a draft of invoice The draft can be confirmed to an invoice Select Confirm the Invoice under Confirm menu or press F9 through the Invoice Draft screen A message will appear to note that this invoice will be confirmed and cannot be changed Select Yes to turn draft into the confirmed invoice The Invoice Screen looks as follow 155 Billing 2010 Rental Tracker Inc 3 Invoice Screen RTPro Demo Company 158 10 x File View H
424. reen the system displays if there are delivery notes in the red indicator section Force Close Order When selected a message comes up and asks Are you sure If Yes program will close and mark the opened order to Stop All Billing even if there is an unshipped item If the order has an item that is not checked in and a Draft attached to it program does not allow closing the order The closed order can be return to live by selecting Open Order Please note that the Open Order option is only available when the Order is closed Attachment List 1 This option allows files to be attached to an order for example a picture a signed agreement or perhaps a certificate of insurance document The Attachment List screen consists of three parts Scan File any Order Processing 2010 Rental Tracker Inc which allows you to attach files using scanner Browse File section and Attachment list that shows the attached files Attached files can be opened or deleted using right click menu Currency If your company is a multi currency one you will see this field You can select the currency to calculate the price for this order Lock If checked order will be locked and editing or ordering of equipment and sales will not be allowed Order Type The order type can be a Quote Reservation confirmed Order or Cancelled There is logic behind the order type Quote fie re Barcodes and noncoded items cannot be checked out and Sales items
425. rint and confirm selected drafts When pressing the Refresh button RTPro shows the drafts on the grid listing The user can prints the drafts select the drafts confirm drafts to invoices and print the invoices Note The list of drafts can be filtered by Production or Location If your company is multi location you should select location before continue For multiple location users the user default location will default in Note As soon as a line is checked or unchecked grid total for all currency columns will be updated ie Billing 2010 Rental Tracker Inc C Confirm Drafts RTPro Demo Company E O x File Search wiew Help MMMM a vo ea C7 Production 20000 y Include All gt Refresh F2 i Confirm Drafts Location TORONTO y ch Print Dratts Ch Print Invoices 1 fi Draft Product Production Invoice Invoice Rental Confirm Invoice steal ees Title Begin Date End Date ne 129231 20000 QUOTES 100P 9 27 2010 1942722070 9 28 00 PM o 123210 0000 QUOTES 6719 2010 6139 2070 4 34 00 PM 116 35 M 129191 0000 QUOTES 941222010 541222010 5 10 00 PM 116 93 fa Browse Listing Menu From the Billing menu there is a listing option There are options to view all invoices drafts previews voids and credits Batch Invoice There is an option within RTPro that allows you to create an invoice for orders in batch method From the Billing Module select Batch Invoice Screen under Batch menu
426. rms size and will set to default E Getting Started O 2010 Rental Tracker Inc View Menu There are several options available such as accessing the barcode search screen the parent listing the production listing the contact listing and sales person listing Accessing Barcode MM The barcode can be scanned or manually entered into the barcode prompt and the Rental Inventory Entry Screen will appear with the item details Help Menu Contents e Displays help on line You can choose this icon by pressing FI on main menu Rental Tracker Inc Contact Information The Current Rental Tracker address phone numbers and employee email addresses listed www RentalTracker com If you have an internet connection established on the workstation by clicking on this option you will be sent to Rental Tracker website Email to Rental Tracker This will bring up an email program such as outlook If your workstation has an internet connection email to Rental Tracker could be sent easily Batch Barcoded screen This screen is used in many parts of RTPro and is available when batch barcode scanners are used In batch mode data 1s scanned into the scanner and can be transferred to application Scanned items will be validated and display in a list when downloaded to the application Records are not posting to orders instantly Any records that are not valid will display in red If a row was not valid reason will display You can edit or
427. roduction If this option is selected the report will sort by production code Production Shows only the orders belonging to this given production Leave this option blank to show orders from all productions Equipment Shows only the orders having this equipment as a late shipment Leave this option blank to show orders with all equipment Location If you are using multi location features you can filter to show only the orders for the given location Leave this option blank to show orders from all locations Example Rental Tracker Pro Demo Company Late Return Report DateTime 2006 06 14 2 40 20PM Page 1 of 1 Location LA Orders ProdTitle ShipDate ance Socentlighting 2002 11 E ELLE Batch Print Pull List When you have several orders that must be pulled during a EEE particular time window you do not need to go into the orders individually to print out the Pull Sheets This function will print all of the Pull Sheets at once based on date and order criteria that you specify Date inclusion is based on the Pull Date on Begin Date 11 20 2007 the Order Header The standard Pull Sheet printing options are EndDate 11 20 2007 also available Select the desired options and then click on the i Next button that will send you to the regular Pull List report Production screen See Pull List Report for more details First Order D Last Order Location Options Date Range Prints
428. rs will have the ability to add edit or delete a record Program displays Subtotal Shipping Tax and Total at the bottom of the screen The value for the Subtotal Shipping Tax and Total will not be editable and they will display the same information as when user clicks the Display Totals in the Rental Order Screen Note The total amount of line items should balance to the subtotal If the user tries to exit the screen and the total amount of customized rental order does not balance to the subtotal amount then the user will be warned Line Items do not balance to the subtotal Note This screen can be used for Sales customization too and it is also accessible through the Sales Order Screen a Order Processing O 2010 Rental Tracker Inc C Customized Rental Order Screen RTPro Demo Company ol xj File Search View Record help JA H D SIDEARM 1315000116 JR OFFSET ARM 1315666000504 Rental 1K CODA CYCLIGHT COLOR FRAME STRAND 11000505 Rental HIGH END SYSTEMS DATA FLASHERS 115200016 Sales 31 50 63 00 21 00 105 00 75 00 150 00 Pa On M Sales Balance 1 452 00 Rental Balance 119 00 Sales SubTotal 1 680 00 Rental SubTotal 49 00 Sales Shipping 0 00 Rental Shipping 0 00 Sales Tax 42 45 1 815 45 Grid Multi Select By using this feature users can switch to multi select mode You can apply rental discount and changing the Days Per Week for multiple records Select mu
429. ry Screen there are a series of default settings that have influence on different levels of the system for each Equipment Code Accessory Item Check this box if this equipment code can be used as an accessory item for equipment Barcoded Only If this box is checked all inventory items added to this equipment code must be Barcoded For the most accurate availability and inventory control it is not recommended having both Barcoded and Noncoded inventory items under the same equipment code If this box is checked Noncoded items will not be allowed to be added from this equipment code As well during the check out process system will ask to check out this equipment as Barcoded item only Discountable Enabling discountable box will allow users to enter discounts on an order or invoice for this type of equipment There might be some types of equipment that you do not wish to discount Leaving this box blank will automatically lock this item on an order so that any discounts applied to the order will not apply to this equipment code Taxable Check this box if sales tax on rentals should calculate on orders and invoices for this equipment code Tax will be calculated at the rate of the Tax Type that is entered on the Order Header Screen or Invoice Screen Sellable If checked program allows selling the rental inventory item When the user checkmarks the Sellable field then program prompts user This equipment should be added to the Sale
430. s After a physical count has been taken and all Stock items have been entered database can be updated and synchronize Physical inventory with database The system automatically shows equality or inequality of expected quantity and physical counted quantity by changing the color of each row Red Counted quantity is lower than Quantity On Hand Expected Quantity Over Counted quantity is higher than Quantity On Hand Match Counted quantity is equal with Quantity On Hand You have some options to filtering the sales items such as Location Department Category and Stock Range You can define your filtering criteria by these options and then click on Start Sales PI button to see the result E Sales Physical Inventory Screen RTPro Demo Company y O xj File Search View Help Te TE O Match g AYT p o ve Shot Department A Penas 2 GB 2 Print Worksheet Category hal 3 Edit Quantity Start Sales Pl When you click on this button all sales items in stock with their expected quantity will show on the screen Stop Sales Pl This button will close Sales Physical Inventory without any effects on the database and any un posted data will be removed Edit Quantity Clicking on this button occurs highlighting the Quantity Counted column and will let the user insert physical counted quantity of each sales item Update Inventory This option will add to your sales inventory for items that were counte
431. s amp Damage menu In Damage List the Cost column is defaulted over from Replacement Price in Rental Equipment Entry Screen Note Double clicking on Repair Ticket cell will bring up the Repair Ticket Screen The repair ticket can then be edited Other Important Check In functions a This icon opens a report menu Printing Return List In this report a list of items that should be returned Options are Rentals or SubRentals in ordered by department or equipment code and for remaining items or complete list On many occasions you may find it useful to print a Return List before beginning the Check in process Like the Pull List the Return 2 i Order Processing 2010 Rental Tracker Inc List can be used as a Shopping List for users to make handwritten notes about the equipment that 1s being returned Printing Check in Sheet This report has different options which are explained as follows Return and Remaining Items This report shows the returned items and items which are still out for an order All Returned Items Using this option shows all the items that have been returned by the customer Partial Returns This prints items returned within a specified date range Remaining Items It shows remaining items that are still out Loss Damage Only The report prints items which were returned as loss or damaged Check in sheet has other options Note As Exchange If in the order there is an Exchange item by c
432. s Stock table Continue if user clicks on Yes then the Sales Inventory Detail Screen comes up and the rental inventory item can be added into the sales inventory list Print Barcode When this box is checked all barcode numbers for this equipment code will printout on checkout and check in sheets Print on Equipment Pick List The equipment pick list is a document you can print and give to a customer which displays a list of equipment they can choose to rent If you check this box this equipment will print in Equipment Pick List Serial Number Required I Inventory 2010 Rental Tracker Inc If this box is checked all inventory items that are added to this equipment code must have a serial number Show on Defaults This section of the Rental Equipment Entry Screen dictates where this equipment code will display or print RTPro checks all boxes by default assuming that this equipment code should appear whenever selected Click on the box to remove the check mark and this equipment code will not appear on that function You can choose to show Item on Order Entry in equipment pick list quote Pull List Contract Invoice For example you may wish for all items including accessories to print on the Pull List so that shop personnel know every item that is needed for the job You may even wish to print all items on the Contract so client knows everything he is receiving and responsible for However on the invoice you may want
433. s a catalogue or stock number for this item it can be entered here Select item and click on this icon this will open Vendor Sales Catalogue Screen and the catalogue information can be entered Print Mailing Labels Hl Printing sales stock barcode labels is available By clicking on its icon from toolbar menu labels can be printed for all items in the list Quantity of Each Label to Print Program prints each label based on selected quantity For example if there are 2 stocks and Quantity requested is 3 then program will print 3 of the first one and then 3 of the second one Hint Filter Sales Inventory list to print few labels instead all of them Sales Inventory Transactions a Adjustments to the sales inventory are made in the Sales Inventory Transactions Screen When inventory items are acquired this is where they are added into stock From this screen you can also adjust le Inventory 2010 Rental Tracker Inc previous entries purchase or transfer items Click on the Sales dropdown tab and select Sales Inventory Transactions or click on its icon from toolbar menu Note If a company is multi location when selecting Sales Inventory Transactions system will ask to enter the location that applies Stock No Enter the Stock number or use the drop down arrow to select one from the Sales Stock Lookup screen Transaction Type Specify the transaction type as an Adjustment or Purchase Enter the type or use the dro
434. s is batch download Check in For more details see Batch Download Screen in Chapter 2 Check in Non Barcoded Using main list To check in equipment as Noncoded item right click on the equipment and select Check in Non Barcoded Enter the quantity to check in If an item can be checked in as Noncoded it will be updated and added to the bottom list You can also choose an item and select Non Barcoded Single from Check in menu or press F4 You can setup RTPro to show quantity ordered as default value in quantity See Administration Setup Check in options for details Using Non Barcoded Dialog box From Check in Screen Select the Checkin menu then select Non Barcoded Dialog or press F3 The Mass Non Barcoded Check in Screen will open and shows the first non coded item from the check in list The cursor will focus on quantity Enter the quantity and press Enter This dialog will then bring up the next noncoded item available to check in This will be repeated until the user presses Close or the program reaches the end of the list Note If the check in mode is set to Damage and the Put all items in one ticket is checked the program will put all items that are checked in as damaged onto one repair ticket The checkbox is visible only when the check in type is Damage Mass Checkin Noncoded items Click on mass mode button or select Non Barcoded List from Check in menu or press FS This will lead you to the Ma
435. s to see if they need to be adjusted Note If you intend to select a cycle from the list as next billing schedule cycle select the desired cycle and right click choose Mark this Cycle as the Next Cycle to Bill Attachment List U This option allows files to be attached to an order for example a picture a signed agreement or perhaps a certificate of insurance document The Attachment List screen consists of three parts Scan File which allows you to attach files using scanner Browse File section and Attachment list that shows the attached files Attached files can be opened or deleted using right click menu Note This screen is also accessible through the Production Entry Screen ane a Order Processing 2010 Rental Tracker Inc Attachment List RTPro Demo Company Order 24794 S Attachment List _ SS scan Fite 2 EquipmentLookup6319 ATP C No Scanner Configured Select El LB 100 bmp Scanner EL logo Grip Browse File FR CO elphi2 006 0 utputy quipmentLookup6319 ATP fn Il Attach File OK x Cancel P Help Rental Order Rental Order Screen Within the Rental Order Screen equipment can be ordered prices can be edited and reviewed and a quote can be printed Rental Order Screen is divided into 4 sections 1 Equipment Tree 2 Rental Items Barcoded and Noncoded 3 Rental Miscellaneous Items 4 Summary and Totals iD Order Processing 2010 Rental Tracker Inc
436. s toolbar icon The Orders to Bill screen will appear giving you several available options which are as follows Production The Production field is a required field and must be filled in As of Date The As of Date reflects on a specific date that orders are due to bill aa Billing 2010 Rental Tracker Inc Location Location is used if your RTPro is setup for multi location Extend to end of Weekly Cycle It means if the As of Date falls within a billing cycle date then bump the orders ending date to the end of the cycle Do not Bill beyond as of Date It means the system will stop the billing on the As of Date Exclude Holds If you don t want to create an invoice for hold orders checkmark Exclude Holds Bill type It allows for selection of the types of charges the system should include in the bill When selecting Rentals the system will look for all the rental items for the order which were out during the billing range The Use Qty Ordered ignores the rental check in out and creates the invoice for the quantities that were ordered Once the options are selected click on the Refresh button A list of all the orders for the production which are due a bill for the criteria selected will display on the grid E Orders to Bil Damo Company IIA MES ev gt 2 14 Pre As Of Date Bal Type ot Peete AA Aa of Date 5 27 2010 Do not BA Beyond As of Date Fe Sales FP Damage F Labor
437. saction Transaction Quantity Cost Vendor Create Hiei SOE Ta T z Date oe AMPE0T 2008 06 13 2006 06 13 00 50 pios 006 06 13 ail LIGHT HEAD CABLE Ea 06 134 5 E OA es er ee LTGONTE POCKET PAR 9790 CHIMERA RIM 2006 06 154 fS 1000 527 22 See Reporfotals 18002 y E 19 Reports 2010 Rental Tracker Inc Order Processing Reports Quote Reservation Order Report This report will show a list of all orders in the system You EEE Pix can filter this list by production pull date range or location Eei l Pull Date F Print Quotes Options C Ship Date Print Reservations Sort By Specifies the sorting order of the records on the Bites area report You can sort the report by Pull date Ship date 0e Return date and Order number production DE Print Quotes Checking this option will print Quoted PulDetsRenge Tol y orders ye aa Print Reservations Checking this option will print reserved orders Print Orders Checking this option will print orders Production You can choose a specific production and get the report of all the types of orders for this production Leave this option blank to show the order types for all productions Pull Date Range To filter the report accurately specify the beginning and ending Pull date Location If you use multi location features you have another option to select one of your locations and see the reports for that specif
438. sales stock table To access this option right click on items in the sales order list and choose Stock Detail Screen or press Shift F8 the Sales Inventory Detail Screen will appear Grid Multi Select By using this feature users can switch to multi select mode You can apply sales discount to multiple records Select the desired records and then press Apply Multiple Discount from the Grid Multi Select icon in the toolbar Print Quote Sheet Click on printer icon in toolbar to print Quote sheet Here you can print rentals sales or both in summary or detail mode This sheet is also available from Report menu in Order Processing main screen Rental Check Out Process The checkout screen is divided into two sections Since Rental Tracker Pro is a multi user system more than one user can check out items at the same time The top section of screen displays all the equipment attached to the order and the bottom section displays checked out items from the current workstation This list is temporary and is cleared when exiting BEN Order Processing 2010 Rental Tracker Inc Rental Checkout Screen Demo Company JE x Be DA See PR p wet ag GE R pil oeno ml amp DEA creer HHH ARR COMPACT 575 HMI HEAD ai see ARRI 99 1 200 ELECTRONIC BALLA L 00030 000280 ARAI SO 5751200 HEAD FEEDER 2 Fa 0030 00560 COMPACT 575575 PAR BABY TK BA 157010 57060 TENT STARE FORD AXLE 2 2 MSC 10 Sere And O Ring 10 10 MI
439. se order such as invoice number amount and description begin and end dates amount paid etc can be added There is a button in this screen which enables you to edit the subtotal To have access click on the Plus icon via Subrental PO Invoice Detail screen Note If you need to rollback to your initial Subrental data select Delete existing detail records and copy from Subrental data from the right click menu Note If there is an invoice plan then the cycle is required when adding an invoice for the PO Subrental Po Invoice Plan An Invoice Plan allows you to setup the projected cost of each subrental week a vendor will be charging your shop This helps with forecasting and accruing cost When the user selects Invoice Plan on the Subrental Po List screen using right click menu Subrental PO Invoice Plan screen will show up The user will be able to add the Invoice Plan manually into the system or to have RTPro create the invoice plan using Create button When clicking on the a screen will come up to allow adding an invoice plan cycle If there is an invoice plan program checks Invoice Plan column in Subrental PO List screen CREATE button When the invoice plan is created it creates weekly cycles 7 days each for the period of the entire range of the subrental vendor dates For the below example the line item have vendor dates ranging from 06 25 09 08 05 09 So there would be 6 cycles All Subrental Records for this Order
440. select the IP Status page If your network is configured to use the DHCP The IP Address field should have a correct value If it is displaying the 0 0 0 0 press the Renew button to get the IP from DHCP server If your network is configured to use the static IP make sure all the network settings in this page like IP Address Subnet Mask are correct If something is wrong select the WLAN Profiles menu and make your changes We recommend using a static IP number Can the RF Server PC ping the SQL Server On the desktop computer which is running RF Server try to ping the server computer which is running SQL Server and get the reply If the PC can not see the SQL Server it can not communicate with it and send the scanner request to the database Installing RTPro for persistence Symbol mobile computers were designed using a Flash File System architecture that supports application persistence To survive a cold boot RTPro should be installed in the non volatile flash memory of the mobile computer Download Complete User Manual from http devzone symbol com resources Installing Applications_for_Persistence_v2 pdf We did the below steps to make RTPro persist on memory With doing these steps you don t need to reinstall the RTPro after a cold boot Remove unwanted files and folders Check the Application Startup folder in scanner and remove the Rtpro exe file if it exists there If Rtpro folder exists in the root of the scanner folders rem
441. selected Default Ca File Maintenance 2010 Rental Tracker Inc footer can be setup on the location level and if the location level has no default footer the footer that is assigned in system setup will be used Header Files A Customized header can be created for the locations and linked to the Quote Checkout Sheet Contract Checkin Sheet Invoice and Current Weekly Contract Department Table This table could be designed to define the main types of items within the system The values for this table will never printout on customer reports These values are strictly used within the department to guide the user to make appropriate choices The table could be setup as the Main Category Examples would be Grip Distribution Generators Lighting Audio Video etc Department Table is available when clicking on its icon from the toolbar or selecting Department from Inventory dropdown list The Department Table consists of two fields Code and Description TN Note Users must be assigned access to ME departments When entering a new department no users will have access lx Permitted Users Prohibited Users BILLING To assign rights click on the Sa A list of CINDYALL Permitted and Prohibited Users will appear You ENE can then move the users to the permitted side CINDYTOR EE AN wf OF x Cancel Help Rental Category Table RTPro allows creating categories which can be linked to departments Equi
442. set up employee information occupations space information and space type Features available are labor space scheduling report and labor space conflict report Using this module companies can charge their customers for the Labors technicians and staff going to client side to setup something and also places that companies rent to their client for making movies Space Table Menu Employee Table This screen allows the user to input the employee s personal information such as Employee ID First Name Last Name Occupation Color ID Address Lines Cell number Phone Pager and whether or not the employee is Active Here labor working days times can be set There are other fields that will track the employee s history billable rate and an image of the employee Labor Employee Detail field descriptions Employee ID This field is required and must be unique across all employees Employee Image This is where a picture of the employee can be added Under the tool bar click on Image and the options include Image Screen Take Picture Take Picture from File and Remove Picture Active This must be check marked if this is an active employee Billable Rates The job s billable rate should be entered here Hourly Day Input whether or not the employee gets paid hourly or day Occupation This is the employee s occupation classification and can be entered or selected from the table Technician would be an example of employee s occu
443. shed You need to mark the production as Closed from the Production Entry Screen Then from the Administration Module select Move from the menu then select Move Closed Productions to History You can then move all the productions that are closed to History files This will make your live data smaller Few productions have bad credit and we want to make sure that no items are checked out to these productions What should we do From the production Entry Screen mark the production as Inactive Every time an item is being checked out to an inactive production program displays a warning message and reminds you that the production is inactive Is there a way to print a report showing production code production name and credit limit amount 1 Go to the Administration Module 2 Then go to the Production List Screen 3 Arrange the columns such that the Production Code Production Name and Credit Limit are the first 3 columns on the screen 4 Then select File submenu from the top of the screen and select Print Grid or press Ctrl G Questions about File Maintenance What is the Project Table and why would want to use it The project table can store different projects that your shop would like to track An example would be Winter Olympics or Pepsi Commercials The reason why you might want to setup a project is perhaps EL F A Q 2010 Rental Tracker Inc several production companies are working on the same project and you would li
444. sign of the grid listing will be saved per workstation This is great for designing listings which are appropriate for each user s job description Security Block different levels from using specific functions such as changing prices canceling items off an order and deleting orders a Introduction 2010 Rental Tracker Inc Auto fill When entering data on specific fields Auto fill will fill the closest value of a table Retire Inventory Items Retire items from inventories that are un rentable due to damage or un usable It will take these inventories out of the live rentable inventory and place them into the retired inventory file Track Items in Repair Track items in repair by vendor Also track cost of repair and expected return It will give you the ability to maximize the use of inventory items for rentals by knowing which items are out for repair Flexible Checkin Checkout Checkout items easily Inventory items could be easily checked out as a Barcoded Noncoded and as a Subrental item Check in items across a Parent company Production Show a single order Project Job Component or across the entire system Robust Reporting capabilities Numerous reports are available for helping you to trace items repairs customer information billing invoicing and revenue Customized Reports From any grid listing data can be filtered and listings could be printed in portrait or landscape format All listings could be saved
445. sing this report There will be an option to either print Labor or Space Leave employee space blank to show all records 286 Labor Space Scheduling O 2010 Rental Tracker Inc Production PA Date Begin Date End Select Labor Employee ll Space Occupation Sort By Date C Employee Location Options Date Range Filters report to the labor space s scheduled days of work between the given date range If begin date is blank it will print the entire labor space schedule that are created on or before the end date If the end date is blank it will print the entire labor space schedule that are created on or after the begin date Production Select the production to limit the report to only show labors spaces for this production Leave this option blank to show the result from all productions Sort By Specifies the sorting order of the records on the report You can sort the report by Date or Employee Space Location If you are using multi location features you can filter to show only the records for the given location Leave this option blank to show orders from all locations Labor Space Conflict Report If we have scheduling conflict in our system this report will print a list of these records For example a labor should go to work for the order xxx on 30th of March from 01 30 PM until 05 00 PM and also he scheduled to work for the order yyy on the same day fro
446. sories Simply enter the quantity of the main code and the corresponding quantity of accessories will automatically be included If on a particular order you do not need the accessories or you need more than the auto quantity you may adjust this quantity in order entry You may also have equipment here that sometimes should include with main code but not always By leaving the auto include column empty the item will not be automatically included but will be displayed on pick list under the main code Showing list of accessories in this way can be a good aid to remembering which accessories can be included with this equipment User can easily include as many of the accessories he needs for that equipment Auto Checkout If the accessories are Noncoded a quantity in this field is the quantity of accessories that automatically checks out when main code is checked out As you see this is a powerful feature and it is recommended to use with caution User always should check to see if auto included accessories are shipped with equipment since it may cause canceling items when accessories were not shipped with it It is recommended using this feature only in controlled situations when the accessories are always included with the main code Auto Checkin If the accessories are Noncoded a quantity in this field is the quantity of accessories that will automatically be checked in when its main code is checked in Again as auto checkout use this with c
447. ss Checkin Noncoded screen Adjust filter if you want to see a partial list of items If you want to see Subrental and misc items click their boxes Press F2 to refresh the list Now you will see a list of all items that are not checked Enter quantities to Check in or press Include All to set quantities to check in equal to quantity out Press F3 to update order and continue or press F10 to update and exit RTPro can set default quantities for check if it is setup to do it See Administration Setup Check in options for details If you check Miscellaneous and Subrental checkboxes when filtering you will see all these items NES Order Processing O 2010 Rental Tracker Inc Note To have mass cancel for noncoded subrented and misc items select Non Barcode from Cancel menu This will lead you to the Mass Checkin Noncoded screen After filtering press F2 or click on the refresh button enter quantity of 1tems you want to cancel In the same way miscellaneous items can be canceled Checkin All Use this option and it will allow the user to check in all items without confirmation for each item You can check in all items with one of the three available options Check in all Barcoded items only This option will check in all Barcoded items It leaves subrentals miscellaneous and noncoded items intact Check in all excluding Barcoded This option will check in all noncoded subrentals and miscellaneous items Check in
448. ssory List Report Date Time 10 10 2010 12 35 21 PM Page 1 of 2 Equipment Description Auto Daily Weekly Include Price Price 14000 18k Alpha eee 14000 BK Alpha Head 18K12K FF Powergem Ballast 18K 12K 6K Power Feeder 2204 F Bates To M Camlock 18K 12K 6K 4000 02 LE Ipha FresnelLens poo 360 00 5300 00 AS e er TSHMIDEGE 18K HMI D E Globe E 525 00 570 00 1 AA AA BRAD 18K Al HEADEXT18 20 B220 11 5120 55 6220 55 Shutter 21 0 88 OKERAPCLE 2004 Joker Bug 4 Pc Lens Set a AN er CompleteUnitPrice 51 720 00 A AAA RS ER RE AAA Ss Oo po smtp ENTE se IN 5160 00 IA AA DE DR IA SE IS TA A A A PP E Co ISO 1 NA E 400 00 0 A as DOLF01335 F11 Diving Board a A A o CompleteUnitPrice 51 300 00 Accessory Used Report This report prints a list of accessories with their main codes The report displays the Equipment Code Description and to which main code the accessory is linked to and how many are auto included and or auto checked out Options Daily Price Prints a column showing Daily Prices Weekly Price Prints a column showing Weekly Prices Daily and Weekly Price Prints both Daily and Weekly Prices Department Shows only the equipment belonging to this Department Leave this blank to show items from all departments Category Shows only the equipment belonging to this Category Leave this blank to show items from all
449. stamp on a picture to mark them as returned or lost to show the status of item when returned or show it not returned Rental Kit List If the same combinations of equipment types are needed on orders repeatedly they can be packaged together The list of equipment as a package can be included on any order without having to add each equipment type individually Rental Kit List feature can facilitate to do this approach Rental Kit List is more than just a way to package traditional kits e g Mini flo Kit Sun Gun Kit etc It is a quick and easy way to add a list of equipment to an order For example all of the equipment in a studio or a truck rental can be packaged into a Rental Kit List When pulled into an order quantities can be changed additional equipment can be added or removed and pricing will be manipulated the same as a standard order A Rental Kit List can build in one of two ways from the Inventory Menu or from the Rental Order Screen in Order Processing In either case the Rental Kit List is building from current equipment codes in listing If there is something that you want to include in the kit that is not in the equipment table create the Equipment Code first From the Inventory menu click on the Rental dropdown tab and select Rental Kit List or press its toolbar button L 1 This screen could be filtered by Department Location or both to see the available rental kits If you leave these fields blank and press Refresh F
450. t Subrental Vendor Select a vendor to print equipment purchased from specified vendor Print Weekly Total This option is available only when either Subrentals Only or Subrentals and Sales is selected When this box is checked program prints Weekly Vendor Cost and Weekly Customer Price on the bottom left of the report after the grid totals s Order Processing 2010 Rental Tracker Inc Shipping Labels This report will print mail label for an order You can see what will be printed in preview on the right side of the screen Print Return Address The return address will be included on the printed label Shipping Address Shipping address of the order will be printed on the label Billing Address Billing address of the order will be printed on the label Enter Address Customer address can be entered and edited in text boxes on preview screen Number of Copies Enter number of copies you want to print here Label Setting The dimension of Label can be adjusted here Driving Direction This feature will open MapQuest com site for driving directions Subrental PO This report prints Sub Rented items from vendors PO When user wants to see its Subrental items Purchase order number can be entered Vendor You can filter equipment list by vendors select a vendor code from list to print items rented from that vendor or leave it blank to print items from all vendors Tax Enter tax to apply and print on re
451. t Print weight will print weight of each equipment and also print the total calculated weight in the report This option is available when printing Rentals or Rentals and Sales Print Cases Only Checking this item will print case numbers which are specified in the equipment setup table This option 1s available when printing Rentals Checkout Sheet contract This report will print the checked out rental items and the shipped sales items A customized footer section can be printed at the end of the checkout sheet Footer can contain terms and conditions or perhaps signature lines To modify footer section refer to system setup section in Administration module This report has several options to print such as Rentals Only Sales Only or Rentals and Sales with No Prices Total Prices Only or All Prices 145 Order Processing 2010 Rental Tracker Inc Partial A partial checkout sheet can be printed over the particular date time intervals This comes in handy when the user is working with a large order which has add ons entered at various dates Only those items that are checked out between the specified beginning date time and ending date time will be printed Note as Exchange This checkbox indicates if the items checked out should be noted as exchange items The report title will change to Exchange Contract sheet and the layout of the columns printed on the report will be different When checking mark this option it goes to partial
452. t are currently in repair MAMA Pa checked into repair but not checked out of repair yet If moiin D e the repair is linked to an order and production it will be Ticket specified on the report as well The report contains Repair Depatment Z Emuiment Code Ticket Equipment code Description etc This report also Repair Location E L shows the complete cost of repair at the bottom of sheet Rss OK X Cancel HE List Y Heb Options a Reports 2010 Rental Tracker Inc Production Shows only the items that are in repair and linked to an order for this production Leave this blank to show items from all productions Department Shows only the equipment belonging to this Department Leave this blank to show items from all departments Repair location If you want to select the equipment currently in repair by the repair location you must choose this item from a look up table Location If you are using multi location features you can also select the equipment currently in repair by your locations This is where you can select your location Currency If you are using multi currency features you can also select the equipment currently in repair by your different currencies in use Sort by Specifies the sorting order of the records on the report Example Rental Tracker Pro Demo Company Currently In Repair Report Date Time 2006 06 13 22 3 M Location LA Currency US
453. t in RF Server application too Mode 5 2 2006 23 00 02 Server2 Address The IP address of the second computer that is running RF Server Application and scanner should connect to that Note If scanner could not connect to first server try this second one Server2 Port The communication between scanner and RF Server will be established via this port The same port number should be set in RF Server application too Connection Timeout Scanner will wait this time to connect to the server Send Receive Timeout Represents the command sending and receiving time out Means the scanner generates error if could not send or receive the command in proper time Compatible With RF Server 5 If this box is checked you will add the ability to the scanner to work with version 5 of RF Server Note All fields in this page should have value so if you are running RF Server in just one pc you can set the server2 and the port2 the same as server and portl Sound Setting For helping people that are using a scanner to realize if their commands RE are successful or not RTPro has the ability of playing Good beep and Bad beep to avoid users to look on the scanner after sending any command Dies Therefore users can select different beeps for good result or bad In Duration Sai aly addition they can hear the sound before saving by pressing the play oe de buttons Use Sound Check this box to use the sound p
454. t should be applied to many invoices for this production RTPro provides a quick way for applying the payment to the unpaid invoices To do this select Quick Apply from Apply menu or simply click on its icon in the toolbar F5 When doing this you do not need to be on any specific record When the Quick Apply is performed RTPro starts applying the received payment to the invoices in the list starting from the first invoice It will move down the list and continue applying the payment until the entire payment amount has been applied or there are no more invoices left for the amount to apply to In the later case the payment will be marked as partially applied Clear All Amount Applied e If you want to rollback the application of the payment to the invoices click on Clear All Amount Applied icon Note This action will mark the invoices unpaid and the payment amount unapplied Search by invoices In payment screen users can search for an invoice to apply a payment to For this action users must click on Search by Invoice icon in the toolbar and enter in the invoice number in appeared box After entering the invoice number system will automatically change the payment screen according to search result Note In the Payment Screen when a new payment is added and the entire amount is not applied program adds 2 records for credit and debit in General Ledger Transaction table The GL Account of these records comes from Unapp
455. t this laborer has worked on equipment RTPro automatically brings the hourly rates calculate total cost and inserts it into extended field The fields included in this part are as follows Employee ld Employee Id is the employee code of the laborer Occupation What the laborer did to equipment Hours How many hours the laborer worked on equipment Hourly Rate How much the laborer is paid per hour Extended This field shows the total cost of each line Bill this Repair Ticket Repair Ticket can be billed if ticket is billable To access this option press Bill this Repair Ticket icon from toolbar menu in Repair ticket Screen Repair List This list shows all items currently in repair When entering this page for the first time you must choose a filter Click on Refresh button or press F2 to see repair items This list can be filtered with some fields as shown below Location I Barcode Production Repair Location i Department Equipment y Date ln Begin Currently In Repair Only Category Reason Date In End w Ca Refresh FZ Repair Information Double clicking on repair items will open the Repair Information page In this page some item s information which is explained earlier in this chapter can be modified this information is as follow Repair Vendor Repair type Expected date out Repair cost Repair Damage Description Repaired by Resolution Description Adding Image Refer to t
456. t to checkout Cancel Checkout Barcoded If you mistakenly check out a barcode item to an order do not worry this page will help you to cancel the checkout operation It is simple Just scan that barcode again to get the success message and cancel checking out Similar to the checkout page program displays the following quantities ORD Shows the number of items ordered for this equipment OUT Shows the number of items checked out for this equipment REM Shows the number of items remained to be checked out Barcode This box will show the scanned barcode In addition you can type the barcode manually in this field and press the OK button or easily scan it with scanner trigger button Another section in this page is designed for canceling the Subrental barcoded items Enter the barcode for the Subrental item After a successful scan program will show the following information ORD Shows the number of items ordered for this equipment OUT Shows the number of items checked out for this equipment REM Shows the number of items remained to be checked out Barcode This box will show the scanned barcode In addition you can type the barcode manually in this field and press the OK button or easily scan it with scanner trigger button Rental Checkout Noncoded File Transaction Help Order 500880 lt EXPRO1 gt Last Equipment 00121 Last Quantity 2 Msiwe A Qui gt Exit OK Success ARRI 125 POCKET PAR SP
457. table for sales stock numbers and screens to add sales stock to inventory and check sales availability Finally you can conduct a physical inventory and update your prices with features from this module Rental Menu Equipment Table This table contains all the types of equipment your shop rents Equipment record should be created for all rental inventory equipment From the Rental menu select Equipment Table or click on the Equipment Table icon This will open Equipment Screen where you may add edit or delete records for any type of equipment in inventory To show a range of equipment in Equipment screen this page can be filtered according to different levels such as Department Category Equipment Code etc This will be useful when a large amount of equipment exist in list which listing all of them may slowdown the application After applying appropriate filter press F2 or Refresh Button Through this screen equipment can be added or edited Rental Equipment Entry To add new equipment from the Equipment Screen click on the icon in the toolbar section then Rental Equipment Entry Screen will appear The definition of any equipment can be edited in this screen Note Value for General Ledger Account Department Category and Depreciation fields should select from existing values Also new codes can be added to these tables From their dialog boxes press plus button and fill the required fields You can do this from File Maintena
458. tails or brief information using this option Choose detail to print more information on this report Sort By You can sort results using equipment code order number production code or vendor code Example Rental Tracker Pro RTI Studios Subrental Statistics Report Date Time 10 10 20102 32 48PM Page 1 of 1 Date Range 1 1 2010 10 10 2010 Sorty By Vendor Format Summary Location LOSANGELES Currency USD sl O a N dE Price KINOFLO 52 979 00 51 655 00 51 324 00 14 00 MOLE MoleRichardson 58 981 40 58 345 00 5616 40 172 00 FASKAL PaskaLighting 51 880 00 51 880 00 40 00 port Total 513 600 40 511 880 00 51 940 40 238 00 E Reports O 2010 Rental Tracker Inc Rental Tracker Pro RTI Studios Subrental Statistics Report Date Time 10 10 20102 35 20PM Page 1 of 3 Date Range 1 1 2010 10 10 2010 Sorty By Vendor Format Detsil Location LOSANGELES Currency USD Description Customer Name Vendor Customer Rental Price Price eeks KINOFLO Kino Flo 2382 1151DOGEAR Dog EaredFenoe________ COUGARTOWN Abo LOB 2 s1so0o00 1 000 00 1 00 _362 1152GOTHIC GothicPidketFenoe COUGARTOWN fabe Loos 2 S14400 sso oo 1 00 2362 1250CURVED t250CumedBench________ COUGARTOWN Abe LOT 2 5144 00 80 00 1 00 Green SlatParkBench____________ COUGARTOWN Abo LOB 2 5144 00 80 00 100 W8KAlphaHead ______________ COUGARTOWN Abc LTB Tt 5576 00 320 00 100 220V F Ba
459. tal rate of an inventory item This section will detail how to adjust user security 48 Setting up RTPro 2010 Rental Tracker Inc E Security Setup Screen RTPro Demo Company IOl K File wiew Help S a amp Eg A T Pro B Main Page Controls o Database Utils H Beep Setting E E dit Permitted Users Prohibited Users T Change Password Reset Registry Mew Barcode View Parent View Production View vendor Mew Contact Email to Rental Tracker Download Batch Scanner Users Currently ln Atpro Dispatch Data Administration Module Maintenance Module Inventor Module Order Processing Module Reports Module Purchase Order Inventory PO Billing Module Account Reciewable Module Labor Module History Module Inactive Property Change Right Setup User Access for E E E E FI There are several layers of security checks To view the details of the security tree click on the within a listed module The tree will expand If a sign is listed there are more security lines under the heading If there is a sign then there are no more security checks under the heading On the right side of the screen the system displays which users are permitted or prohibited from using the function To prohibit a user from using a feature Click on the user s code on the Permitted area Next click on the gt the user s name will be moved to the prohibited side To permit a user to use a feature 1 Cl
460. tead of all checked items you can also print Exchange Checkout Sheet instead of Checkout Sheet and items which are checked out in a specified date range There are other options regarding the appearance of the report These options are print Subrental Vendor Print Kit Header Replacement Price and use billing schedule When printing the Exchange Checkout Sheet the layout of columns printed on report will be different Inventory Records This option will show a list of all barcodes or Noncoded items that are registered in the system for specific equipment To use this option first select an equipment code in the list then press F8 or select Inventory Records from view menu This screen indicates some information such as Location Status of equipment Current Order Current Production etc for each barcode or noncoded item which is helpful for the users Filters You can filter list of items to show only remaining items to checkout or all remaining Subrental items in an order To do this select To Go Out or To Go out Subrental Only from Filter menu Order Processing 2010 Rental Tracker Inc Rental Out Detail Screen This function displays all check out transactions of the order The color of the rows will be different based on type of items Barcoded Items will be shown in white Subrentals as green Noncoded as cyan and miscellaneous items as yellow You can filter this list to show only one type of item or show all of them
461. tes To M Camlock 18K 12K 6 A N Abe oo oos Y 1 18KAlphs Fresnel Lens ICOUGARTOWN Abc 18K Alpha Clear Lens W Rim__________ COUGARTOWN Abo 18K 12K Fresnel 29 5PcSarim Set W Bag COUGARTOWN Abe 118KAlphaLensProtector Circular ____ COUGARTOWN Abo 18K12K FF Powergem Ballast 118K 12K 86KPowerFeeder___ COUGARTOWN Abc MBKHMID E Globe COUGARTOWN Abc Cd 362 18K 12K 6K HMI50 HeadExt____ COUGARTOWN Abe Cid 1 0 518 00 510 00 Subrental Equipment Revenue This report displays the quantity of subrental equipment and the revenue generated by sub rented equipment Include Credits The report also contains revenue generated by non sub r rental equipment It lists amount totals for non sub E E Uploaded Invoices e C HomUploaded Invoices rental and sub rental revenue in report Option Beg Date Include Credits Check this box to include credit Se ren x records in report result Location Equipment Range You can limit the range of Cunency equipment displayed in report by selecting begin and ending equipment Leave these fields blank to show all equipment Al Date Range To filter report results to show only records between dates use these options If only begin date is entered system includes all records after begin date and ignores all records before that date If only end date is entered system includes all records before end date and ignores all records beyon
462. that use the different currencies to print Example Rental Tracker Pro Demo Company Tax Liability Report Multiple Rate Date Time 2006 06 189 35 294M Page 1 of 1 DateRange 2006 06 18 Sorty By Location Format Summary Location LA Currency US TaxType tos Tax2 Tax Total Ao ee a ae TC aa e r ET Reports O 2010 Rental Tracker Inc Orders with No Purchase Order When defining a production you can force all orders for that production to have a purchase order Using this report you can find orders that require purchase orders but the purchase Ordes Type NN order was not entered You may filter results to show only one type of order or if you are using the multi location Lon OA feature of application filter results for a single location The report prints the production name order number creation date and contact information Options Order Type Filters the report to any of the following order types Quote Reservation Order Cancelled Leave this option blank to print all orders regardless of their order types Location If you are using the multi location feature you can filter to show only the orders for the given location Leave this option blank to show orders from all locations Example Rental Tracker Pro Demo Company Orders With no PO Report Date Time 2006 06 189 39 214M Page 1 of 1 Location LA Da Hame Date Humber DirectLighting 500184 20
463. the Mii order Just scan the items by pressing the trigger button or the yellow scan Order 500880 lt EXPRO1 gt Barcoded button on the keyboard On the status section of this page you will see the number of items checked in on this order for this equipment code Order The Order Number you are working with In addition you will ee __ see the Customer Code for this order in lt gt block Barcode This box shows the scanned barcodes In addition you can type the barcode manually in this field and press the OK button or easily scan with scanner trigger button Damaged Exit OK Damaged If the returned item from your customer is damaged check Sys pL Seed this box Fill in the damage description in the box below it Mod AF 5 5 2006 040055 Check in Noncoded In this screen user can Check in a Noncoded item If you are Checking in ic EEE a sub rented item then checkmark the Subrental box You can then limit Order 500880 lt EXPRO1 the Check in to a specific vendor by entering the Vendor code If item is oe Sheen ono damaged and requires repair then checkmark the damaged box and enter Last Quantity 4 the Damage Description in the box below it Upon a successful Check a res ipment poo in the program displays the message Success followed by the ee equipment description If there is an error when checking in this M Damaged equipment program will display an error message in
464. the right click menu Subrental PO Detail a Subrental PO Detail screen displays the equipment list that was subrented in this PO Subrental PO detail can be viewed by double clicking on a PO line or pressing on the icon in the toolbar menu This screen only shows records and cannot be edited Note This screen is also accessible from right clicking on the menu after selecting Detail Information Subrental PO Out icy Purchase Order 2010 Rental Tracker Inc 22 To use this screen click on a PO line then click on icon in the toolbar You will see the Detail of the transactions for the equipment that was subrented on this PO Returned equipment shows in white and items that not returned are shown in green Note You can also find this screen by selecting View Checkout Records under View dropdown list or by right clicking on the menu Subrental PO Totals 2 In this screen you can see estimated totals and amounts of a selected PO To view this page highlight a PO line and press the Display Totals icon in the toolbar This list can also be printed Subrental PO Invoice A list of all vendor invoices that are attached to the PO can be viewed through this screen Also you can add new invoices or edit any existing record The Sub rental PO Invoice is available via the View menu in the Subrental PO Totals screen Subrental Po Invoice Detail Through the Subrental Po Invoice Detail screen the details of each purcha
465. the Management Menu toolbar To access the management menu click on the Administration button from the Main Menu Security Setup System setup There are several default settings which must be setup before using RTPro These system values are useful in tailoring the system to fit your specific business Please read this section completely before making or creating any new system changes System changes affect the way the entire system will perform Company Tab Company Name amp Company Address This is your shop s name and address The Company name and address will print in the header area on customer reports Company name and address will appear on the Quote Sheet Checkout Contract Sheet Quick List Pull List Return List Checkin Sheet Remaining Items Report Value Sheet Cost Sheet and the Invoice documents If your shop uses the multiple location feature in RTPro the Company name and address can be setup at the location level The Phone and Fax Numbers This is your shop s phone and fax These fields will also print on the customer reports If your shop uses the multiple location feature in RTPro the phone and fax can be setup at the location level Web Address If your company has a web address this field is allocated for your website The web address will also print on the customer reports Company Code Company code is a unique code for each company and is used by Rental Tracker to identify a customer Year Start
466. the Pull List for orders with the Pull Date in the given date range Beginning and End date will be the default date of the system Production You can choose a specific production and get the pull list report for this production You also can select multiple productions To do this click on list icon in front of Next M Cancel Y Help Production and select each one you want to include in report Order Range Prints the Pull List for orders with the Order in the given range Location If you are using multi location features you can filter to show only the orders for the given location Leave this option blank to show orders from all locations Example EURE Reports 2010 Rental Tracker Inc Kental EI Tracker RTI Studios Los Angeles 12481 Tejas Court Rancho Cucamonga CA 91739 666 595 0041 Faxj 68 595 8042 Pull List Rentals Order 374 Order 374 Job Tithe Subrental 2 Customer COLDCASE CBS Studios Cold Case 10 Billing Address CBS Studios 11122 Pico Blvd Los Angeles CA 90070 Date 10 10 2010 Time 1 44 13 PM Page 1 Shipping Fax Ship Date 9 13 2010 Return Date 9 26 2010 Customer Contact Debbie Jacobs 416 333 5656 Terms Net 30 Salesperson Sally Payment Type Cash P O Usage Period 9 13 2010 9 26 2010 Currency USD Bill Type Regular Bill Ship Method Return Method Department HMI HMI Lighting Equipment Description Total Total Total Ord Pull Rem
467. the accuracy of a barcode When the barcode is scanned the system will validate if the first two digits of the barcode match the digits entered in the prefix field The barcode prefix used by your shop should be entered There can be multiple prefixes used Among the multiple prefixes use a comma Example 40 20 22 EJ Setting up RTPro O 2010 Rental Tracker Inc Barcode Auto Populate Prefix The value entered here will be added as a prefix to barcodes created in the application Default Serial Required When adding new equipment code there is an indicator labeled Serial Required When adding inventory for the specific equipment code the serial number would be required Auto Assign Barcodes when adding Barcoded Inventory If this item is checked the default to have the system assigns the barcode numbers will be check marked when adding Barcoded inventory Print Barcodes when adding Barcoded Inventory If check marked the default will have the system print the barcode numbers when adding Barcoded inventory Allow scanning of Serial in place of Barcode If this item is checked user can scan serial of an item instead of its barcode Note Check this item with special care The application will always search barcodes first and if it cannot find a proper barcode then it will search for its Serial No The drawback is the application may find a barcode equal to a serial number but with another item Days per Week The default days per
468. the order 1 272 00 0 00 4 660 032 41 5 104 495 00 11 872 00 4 Browse E Billing Orders O 2010 Rental Tracker Inc To include an order on a draft checkmark the Include column by using Space bar Click on Create the Draft to bill the order To edit totals on a Draft Invoice Screen ATPro Demo Company Ble Wew History Confirm Wold Eecord Help 100270 GL aR Invoice O Date Created 11 12 2007 12 34 00 PMated By ADMIN Managing Dept Date Range 8 10 2001 10 25 2007 Production ESPN ESPH Biling Name ESPN Project 4 PIS i Bilig Addre City State Zip Country Payment Checkt Bank Amount Credit Card x Et Cat 0148936 TETE 10 25 2007 I 600 00 2 41200 0 00 93 393 00 E EL cz it Rental Subtotal a GL Account suse orde patas L Oust subi tox taa RS gt Rentals 90 400 00 2 412 00 377 988 00 0 00 77 993 00 Sales 35 400 00 30 00 35 400 00 30 00 5 400 00 gt gt gt Cenn 5241200 00 000 9338500 de Browse Payment Type AR Upload Batcht uf Upload Date 11 15 2007 You can edit bottom line total or single individual lines To edit a bottom line total click on the Edit Rental Subtotal Button Enter in an amount The system will spin through all the detail rental line items and discount proportionally To edit individual line items Double click on the order number RENTAL ONLY Double click on the c
469. the orders you want to restore individually 320 F A Q 2010 Rental Tracker Inc Appendix Billing an Order Single and Multiple Order Invoicing Run the Orders to Bill Report for Weekly Billing Process Open Billing module from Main Screen Select Order to Bill Report from Reports menu E Orders To Bill Report RTPro Demo Company Piri Ophons F Renta FF Loss Sales FF Damage ir Use Bly Dideied F Ship arg A a a aT As Of Date 11 18 2007 z eekly Cycle Production a E C Do rot Bil Beyond As of Date Project o Group by Job Componert Salesperson Pe Location De Check Rentals Sales Loss and Damage boxes Input the As of Date Review the report and bill those orders that are part of the weeks billing criteria Billing a Single Order Select Order Processing from Main module Enter an order number or Click on after Order Order Select the order number and double click Biling Reports Help Listing of all Invoices Create Mew Invoice In the Order Processing Screen Click Create New Invoice under Billing EA Billing Orders O 2010 Rental Tracker Inc Bill this Order RTPro Demo Company x Order 501099 Production Concept Lighting Order Status Part Ret Expected Retun 6 22 2007 Usage Date 616 2007 6 22 2007 Last Biling The Billy E FY Create Invoice d total is 0 007 C Rebil Eritre Sales Ord
470. this example a Hourly Start Time End Time From Until Hours Billable Rate Weekend Calculation Type Rate 3 29 2009 3 30 2009 02 00 03 30 25h Hourly 20 10h 25 Weekend Normal PM PM 30m 250 weekend Day 15h 30m 20 Li The es should Le 10h EE the weekend with Weekend Hourly Rate EC and 15h 30m for normal day with Hourly Rate 20 b Day Start Time End Time From Until Hours Billable Rate Weekend Calculation e Rate 3 29 2009 3 30 2009 02 00 03 30 25h 160 170 Id 170 Weekend Normal PM PM 30m 170 weekend a Id 160 160 Fria 13308 The ewe will receive EE for his weekend work and 160 for the normal day Note Program will not consider hours even if they are selected It calculates full day rates for both normal and weekend days Labor Space Scheduling 2010 Rental Tracker Inc c All day event with Bill Type Day Start Time End Time From Until Hours Billable Rate Weekend Calculation ae Rate 3 29 2009 3 30 2009 160 170 Id 170 Weekend Normal 170 weekend Id 160 160 rat E Note Program EN day event similar to Day bill type d All day event with Bill Type Hourly Start Time End Time From Until Hours Billable Rate Weekend Calculation Type Rate 3 29 2009 3 30 2009 2d Hourly 20 10h 25 250 Weekend Normal 10h d weekend
471. this feature allows the rental income to divide among groups of equipment For example all equipment codes belonging to a particular department or category could have its own code while a range of codes belonging to a different department or category could have a different code Thus the rental income posted to the GL would be broken down accordingly Cases For types of equipment that permanently resides in a travel case enter a quantity in this field RTPro will then tally the number of cases on an order and list them on the contract As a rule this field should only used for a type of item that is shipped in the case works in the case and returns in the case Create separate e codes for shipping cases that hold more than one item or different types of items Weight Enter the weight of the type of equipment in this field On the Value Sheet RTPro calculates the weight of all of the items and provides the total weight of the order Use this figure as an aid to filling out shipping forms and determining your shipping needs Volume Enter the size of the type of equipment in this field Country of Origin Enter the country from where you ship your equipment to your customers Commodity Commodity is the material that the equipment is made of Depreciation Book Method Each equipment code may be assigned a method of depreciation If equipment is assigned a Depreciation method it must come from the Depreciation table Enter the deprecia
472. ti location on Location then press the F2 key You can see a list of closed PO s In the PO list you can mark PO as closed or open by right clicking on them and choosing Close PO or Open PO Here you can add a new purchase order or edit any existing record Note Closed PO s are distinguished with a gray color in this list Note If any of the PO is used in subrentals deleting PO is not possible CE Subrental PO List RTPro Demo Company 1A E i a ies 10 x Ele Search view Help de SAME Tv TE 5 Pa Show Al PO Production Ln TEET Include Closed fr de Dos CT TO on 202091 Wil TO 123 00 Open SPS 10001 ACE 001 11 00 4224005 Open 5P510002 ACEO a O EN 123 00 8 23 2001 Cloved l SP510003 ACE 00 JAKIE 11 00 11 16 2004 Cloned LA 5P510004 CAT001 14152005 Open 391 00 4 Browse Print Pull List This report would be a report that companies give to the drivers to pickup the items ordered If Print Notes is checked program will include purchase order notes in the print out This report is accessible through the right click menu Print Cost Sheet This report will print the vendor cost and customer price of sub rentals for the selected vendor PO based upon a date range This report will run across a customers and orders This report is helpful tool to see if there is a profit for the sub rentals This report is accessible through
473. tion Sort By Specifies the sorting order of the records on the report You can sort the report by Description Stock Department Shows only the sales stock belonging to this Department Leave this blank to show the stock from all departments Category Shows only the equipment belonging to this Sales Inventory Transaction Re rt Son By f Description SteckMio C Date Group By Vendor Include Transfers fw Depaimn A Category H First Stock r Last Stock Category Create Date Begin Create Date End Location First Last Stock Choose stock numbers to show transactions for them You also can select multiple stock numbers To do this click on the list icon in front of first stock and select each one you want to include in the report Currency Create Date Begin End Select a date range to use for reporting This will only include transactions that happened between these dates in report Location If you use multi location features you have another option to select one of your locations and see the reports for that specific location only Currency If you are using multi currency features you can select currency values to show for the replacement cost and price Example Rental Tracker Pro Demo Company Sales Inventory Transaction Report Date Time 2006 06 1411 40 03 4M Page 1 of 1 OrderBy Description Currency US Stock Description ran
474. tion code for either the BOOK METHOD or the TAX METHOD or use the drop down arrow to choose a code from the Depreciation Lookup Notes Pol Inventory O 2010 Rental Tracker Inc Eai In this section enter information specific to equipment code that may be of help as a point of easy reference or operational instruction Suggestions include manufacturer or vendor information such as phone numbers or part numbers power requirements or historical information Simple notes may be entered and edited from the Notes box on the Rental Equipment Entry Screen For more detail notes and layout including the user date and time use the standard RTPro notes screen From the View dropdown at the top of the screen click on notes or click on the Notes icon If company is multi location and system is set up to use multi location Mult Location Qty Owr function in the Administration module a list next to the Note section Location Qty will appear and display quantity of this item per location CALGARY 7 If Application is set up to Use Images image can be added for any HALIFAX 3 equipment Users can take a picture of equipment and attach it to Rental REGINA 4 Equipment Entry Screen Use the Image menu or right click on Image TagRONTO E position top right of screen Refer to Image Screen section later in this VANCOUVER q chapter for more details WINNIPEG 1 Total 30 Default settings On the lower right hand side of the Rental Equipment Ent
475. tion in this screen or close to exit Restore Barcode Items p When you want to recover a Barcoded item that is retired you do not need to add the item into your inventory again RTPro can restore the item from retirement along with its original information To restore a retired Barcoded item set the screen into editing mode click on the Action dropdown tab and select Restore Barcoded Items or click on the Restore Barcoded Items icon The system will prompt you to enter the barcode number of the item to restore Retire Noncoded Items T Click on the Action dropdown tab and select Retire Non Barcoded Items or click on the Retire Non Barcoded Items icon You will come to the Retire Non Barcoded Items screen Because unique records are not kept for non Barcoded items RTPro retires a quantity from the oldest group of non Barcoded items within a specified equipment code The Retired Non Barcoded Items screen will ask you for an Equipment Code Location and the quantity of non Barcoded items to be retired You must also enter a reason from the Retired Reason table see File Maintenance Chapter Like Barcoded items any comments about the retired Non barcoded items could be written in Retired Comments filed If the information is correct press OK The system will confirm how many items have been retired foi ai Inventory 2010 Rental Tracker Inc When you click OK you will return to the Retired Inventory Screen Repeat the procedur
476. to This should only be used with RTPro Assistance Contact Rental Tracker for more details Export For exporting data of tables highlight table name in available tables list and Click gt button The table name will appear under Tables to Update Repeat process for each table to be included in the export To include all the tables click on the gt gt and all the tables will be listed under the Tables to Update area You also can remove tables from Tables to update list by clicking lt or lt lt buttons The tables can be sent to one file or RTPro can create one file per table Choose location and file name to save exported SQL file to The default file 1s Rtpro SQL and it will be saved in RTPro folder in Client By clicking Start Scripting button application will create SQL file and export table data A status bar indicates the progress of the export Click on the Close button to exit Ca Getting Started 2010 Rental Tracker Inc Cx Import Export Screen RTPro Demo Company L Export Import Log Tables to Update Charges CheckmByProd Check OullnNoncoded CheckoutHoncoded4dd Contact Beep Settings Files lo Generate Create one File C Create one File per Table CARTPo2005 Delphi2005 Output Lb star saipino_ O veroa View File Scripting Table Total Records E bo dl RTPro can play sounds when scanning barcodes These sounds indicate if a barcode scan is good or
477. to locate a certain record from a group of records the function is helpful When the locate icon is clicked the locate screen will appear Shortcut key CTRL F Locate Field Value ES The search characters should Field Value be entered in the field value If upper and lower case search Type should be checked within the Case sensitive search area click on the case sensitive f Exact Match Partial Match at Beginning f Partial Match Anywhere There are options to find an exact match partial match at Fiske beginning and partial match anywhere Name The field to search should be First X Cancel selected Fields Use the dropdown arrow choose which field to search First Finds the first occurrence in the database matching the search characters Shortcut key F4 Next To find the next occurrence listed in the database matching the search characters Shortcut key F3 Pos Incremental search is also an option by using the F2 shortcut key At the top of some RTPro screens is a search prompt A search entry can entered in the box and RTPro will search for the record within the displayed data An example of the feature within the production listing data displayed is all the productions If the user was searching for a specific production the user can type in the production and the system will position the record pointer to the match if a match is found a Getting Started 2010 Rental Tracker Inc
478. to the displayed figure except when checking availability from the quote However they summarized on the Rental Availability Detail Screen see below Pull Date Ship Date Button The figures displayed for each day of the calendar can be based on either the date the equipment was or scheduled to be pulled for an order or the date it was or scheduled to be shipped At the bottom of the calendar radio buttons will read Pull Date or Ship Date Displayed is the mode the calendar is in Clicking on this button will toggle between the two This can be useful in certain situations when there is a window between the Pull Date and the Ship Date in which the equipment might actually be available For example equipment pulled on a Friday for a Monday shipment but on Saturday one of the pieces is needed for an emergency If checking by Pull Date the item would not show it available for Saturday because it was pulled on Friday However checking by Ship Date the equipment would show available because it will not ship out until Monday It is possible the gear can be used on Saturday and be returned in time on Monday for next order Next Page Clicking the Next Page button will display the dates for the next nine weeks First Page If you have clicked Next Page several times clicking on First page will bring you back to the current date Previous Page If you have clicked the Next Page button clicking the Previous Page will take you one page back fr
479. ts Subrental vendor in quote sheet Prints Weekly Rental Prints the weekly rental rate in quote sheet Prints Kit Header Prints the kit header in quote sheet Use Billing Schedule Check this to use the billing schedule in quote sheet Physical Inventory Physical Inventory Barcoded Physical Inventory Noncoded File Transaction Help File Transaction Help Order Order Barcoded Last Equipment 00005 Last Quantity 4 quant Exit OK Exit OK Success 100A 220V F BATES TO M CAMLOK Success ARRI 12 18K HEADd Mode RF 5 3 2006 02 51 02 Mode RF 5 3 2006 02 55 52 As you know taking a physical inventory of all of your rental assets can be a challenge even in the best of circumstances This feature of the program will give you the ability to increase the physical inventory speed Note At anytime during the process the physical inventory session can be ended All selection criteria and any counts that were entered will erase as though the process never started The Physical Inventory reports for this session will not be available Please see End Physical Inventory Process later in this chapter for more details You can take physical inventory for both Barcoded items and Noncoded ones as shown in the pictures EC Barcode Scanners 2010 Rental Tracker Inc Physical Inventory Barcoded Information Barcode The barcode that you want to count in this physical inventory Last Equipment T
480. tual billing schedule templates These templates can apply to orders for billing E Setting up RTPro O 2010 Rental Tracker Inc Move Move Order to another Production This option allows moving entire order to another production Only orders which do not have an invoice can move If an order is moved entire rental transactions will also move The system will prompt for order number and destination Production This function is helpful when orders accidentally are created under the wrong production Move Production to another Parent This option allows moving entire production to another parent Productions can move at any time If a production is moved all rental orders invoices deposits Purchase Orders and rental transactions also will move The system will prompt for production code and destination parent Move to History To keep the program running fast certain groups of information like Productions Orders Invoices Repairs and Payments that are closed can be moved to history area Enter company location and the as of date then press Refresh button All items with their last activities will be listed Check mark Move To History Column for each item individually or press Include All to select all items and press Ok to move items to history Individual tables can be moved by clicking on the tab Production Order Invice Repair or AR entering in the date and hitting refresh Records can be included in the move or excluded i
481. tup see System Setup Enter the Location Code here or click the down arrow and pick a code from the Location Lookup screen Location If you have more than one location for your company and you are using the multi location features of RTPro you can assign each item to a Location This location is the place where your equipment currently resides Purchase Date The system date is defaulted but it can be overridden by entering a date or using the calendar dropdown When the actual purchase date is unknown the date may be left blank Purchase Amount Enter the dollar amount used to purchase this equipment Purchase Order Number PO Enter the purchase order number used to purchase this item MWO Major Work Order is the number that is used for purchasing this equipment Vendor ls Inventory O 2010 Rental Tracker Inc Enter the Vendor Code or use the drop down arrow and choose a Vendor from the Vendor Lookup screen for the vendor from whom the item was purchased Manufacturer Enter the name of the company that manufactured the item Warranty If this item has a warranty enter warranty here Warranty Date If this item has a warranty enter warranty expire date here Model Enter any information about the model number or the description here Storage Location This is information about where this item will be stored in store e g Shelf box and bunker no Owner Select the owner of equipment from Owner Lookup table
482. turn List Report RTPro Demo Ca that you specify Date inclusion is based on the Return Date on Begin Date 11 20 2007 the Order Header The standard Return List printing options are EndDais 11 20 2007 gt also available Select the desired options and then click on the Next button that will send you to the regular Return List report Production Els screen See Return List Report for more details Fast Order A Options Last Order Date Range Prints the Pull List for orders with the Pull Date in the given date range Location El Production You can choose a specific production and get the Return list report for this production You also can select multiple productions To do this click on list icon in front of Production and select each one you want to include in report Heu X Cancel if List Order Range Prints the Pull List for orders with the Order number in the given range Location If you are using multi location features you can filter to show only the orders for the given location Leave this option blank to show orders from all locations Batch Print Quote Sheet This option can be used when there are several orders that you need to print a quote for This option allows a batch to be printed so you do not need to print the orders individually through order processing This function will print all quotes BeginDate 11 30 2008 at once based on the criteria that you specify Select
483. turned Print the sort order by department or by equipment code This option will group and sort equipment by Equipment Code or Department and it will be accessible when selecting Rentals Print Scanner Readable Information This option will print the barcode which is equivalent to the equipment code The purpose of printing barcodes for the equipment types is that check in can be performed across non Barcoded items using the batch barcode scanning method Department A department can be selected and if selected the report will print for the specified department Print a new page for each Department Checking this item will print each department in the separate pages Print Subrental Internal Notes Checking this item will print Subrental Internal Notes This option is only available if Subrental by Vendor is selected Print Subrental Customer Notes Checking this item will print Subrental Customer Notes This option is only available 1f Subrental by Vendor is selected Consolidate Noncoded Items across Orders When this option is selected the program combines all Noncoded items with the same equipment code into one line on the report If it is not checked then the report prints a separate line for each order that has this equipment out Checkin Sheet This report will print checked in rental items and the sales items that are returned You have an option to print Returned and Remaining Items All Returned Items Partial Returns Remainin
484. type of sales inventory a Sales Stock Number must be created From the Inventory Menu click on the Sales drop down and select Sales Inventory or click on the Sales Inventory icon in the toolbar This will take you to the Sales Inventory Screen where you may add edit or delete records for each of the sales types of inventory There are several filtering options in this page such as Department Category Stock Number and Description Adding a New Type of Sales Stock A Stock number is a unique number for each type of sales item in your shop The stock number can be up to a 10 character alphanumeric code Throughout the application the stock numbers are used as the primary sort order for many of the screens grid listings and reports Much thought should be considered when designing the stock numbers as this will aid in searching and identifying items in the system It is recommended that before you begin inputting sales inventory a current price catalogue inventory list or similar report be reviewed and Rental Tracker Stock Numbers be assigned to all types of sales items in inventory This method assures that most of the sales inventory will be assigned a code and will aide in grouping similar item together Grouping similar items together is a useful tool in quickly finding the desired code when conducting a search for review or input whether on a report or a screen For example all of the gels might be given a code range between the numbers
485. u can cancel items that have been checked out To cancel Barcoded items right click on them in upper list and select cancel checkout or select Cancel Barcoded from Cancel menu then scan or enter the barcode The cancel barcode prompt is highlighted in red at the bottom of screen Cancel Other Non Barcoded Sub Rented and Miscellaneous items To cancel non Barcoded items right click on item and choose Cancel Checkout Non Barcoded or select Non Barcode from Cancel menu to have mass cancel non Barcoded items in a list To cancel Subrented items select Non Barcoded from Cancel menu and check mark Subrental and press F2 or click on the Refresh button then enter quantity of items you want to cancel In the same way miscellaneous items can be canceled Other Important Checkout functions Changing Shipment Date of items 2006 05 31 A El By default the system uses the current system date to checkout items This date will mark items as out and customer will be billed based on this date Sometimes you may want to ship items later because you are waiting for other items to be checked out In such situations before beginning checkout process change checkout date at toolbar to the date that items will ship Printing Checkout Sheet A This icon prints Rental Checkout Contract Sheet In this report you can print Rentals Sales or both with no prices totals or all prices You can choose to print only checked out items in this section ins
486. ull date Return Date Return date reflects the date that equipment is expected to be returned to warehouse The default date is blank But User must fill in this field to be able to save the order Week To save time Users can click on Week icon enter in the number of weeks and based on number of weeks entered the return date will be calculated Check in Date Check in Date is expected date that equipment will be checked in Usage Begin Date ME Order Processing 2010 Rental Tracker Inc The Usage Begin date reflects the beginning of billing date This date will default over from the ship date Usage End Date The Usage End date reflects the expected end billing date This date will default over from the return date The usage end date is used for quoting if a customer keeps items out past the usage end date the billing charges are still calculated past the end usage date Week To save time Users can click on Week icon enter a value and based on number of weeks entered the usage date will be calculated Production This is the production code that the order belongs to Billing Name amp Address The Billing Name amp Address default over from the Billing Name amp Address on the Production level The Billing Name amp Address prints out on several customers reports such as Quote sheet Checkout sheet contract Check in sheet and Invoice Job Title Use this as a description for the order The Job Title makes it
487. ulti currency features you can select the currency to show properly the cost of items to reorder Example Rental Tracker Pro Demo Company Sales Reorder Report Date Time 2006 06 139 238 1 PM OrderBy Description Location LA Currency US Mil PATO ee ee Ontiand To Order Part Part OnHand OnHand To Order LT60965 par eee OO 000 0 es er ILIGHTHEADCABLE LTGO972 OCKETPARS790CHIMERARIN ReportTotals O00 O00 51000 76 45 3 529 60 Sales Backorder Report This report lists the quantities of the sales inventory that are EEE a ordered by productions and are not shipped yet When you Sort By receive a shipment from your vendor run this report to see if Pdo AS Back Orders there are any sales items that were ordered but cannot be en PT shipped due to the items not being available at the time El a eso Options Proven TT Sort By Specifies the sorting order of the records on the Stock report You can sort the report by Stock No Order No Location J OK X Carcel ita P Her All Back Orders Back Orders to Ship If you select All Back Orders the report will list any item that is not shipped regardless of having it available to ship or not When you select Back Orders to Ship the report prints only the back orders that are not available to ship Production You can choose a specific production and get the report of all the backorders for this produ
488. umn if it has items counted End Physical Inventory Process At anytime before the update inventory process the physical inventory session can be ended All selection criteria and any counts that have been entered will be erased as though the process never started The Physical Inventory reports for this session will not be available If you are working on a small selection of inventory or if you are not too far into the inventory the end process is a convenient way to start over if things are not going correctly Obviously if you are deep into a major inventory it could be disastrous to end the inventory prematurely It might be better to use the PI CI Inventory 2010 Rental Tracker Inc Review and Update Screen see above to include those equipment types that have been reconciled and update the portion of the inventory that has been completed before ending the session process Whether you have ended your inventory counts or are starting over to end the process click on the Physical Inventory dropdown and click on End Physical Inventory Process A Confirm screen will appear to remind you about the session you are currently in Click NO to return to the Inventory Menu The inventory and review may continue at anytime Click YES to end the current inventory and to prepare the system for a new one Sales Physical Inventory RTPro Physical inventory program gives some capabilities to taking a physical inventory of all of the sales item
489. urchase orders from all productions PO If you enter a PO the report prints only those POs Leave this option blank to get a listing of all Purchase Orders Location If you are using the multi location feature you can filter to show only the orders for the given location Leave this option blank to show orders from all locations Example a Reports O 2010 Rental Tracker Inc Rental Tracker Pro Demo Company Orders Attached to PO Report Date Time 2006 06 1810 03 084M Page 1 of 4 a e E Date Number y o o so008s 0148936 P001 08 14 parte O o o ooo o ET VERBAL TA pa OOo GlennCorbett E R TA rs0nes VERBAL oroso SS Emese poese SSCS SC Cost Sheet By Production The purpose of this report is to print the cost sheet for both E EETIEMN sales and subrentals items across the entire production You can Select Cost choose to print Subrentals Only Subrentals for Current Weekly UN E 2 Cuni Es Cost Sales Only or Subrentals and Sales If you choose to print ee pes e E sold items you have option to print Current Costs or Average F Subrentas end Sales cost Pon MM Options Subeental Vendor y Leave Blank for Al Vendors Print weekly Total wf OK X Cancel Production Select a production to see the cost breakdown across the entire production Production field cannot be blank Sub rental Vendor Select a vendor to print equipment purchased from the specifi
490. ut next sub rented item Checkout mass sub rented Noncoded items using list Press F5 key or select Non Barcoded List from Checkout menu The Mass Checkout Noncoded screen will appear Check Subrental box enter Vendor code and press F2 or Refresh button Enter quantities for each item and press F3 to update and continue editing or press F10 to update and exit Checkout miscellaneous Subrental items Checking out miscellaneous sub rented items is like Noncoded items You need to checkmark Misc box in each screen too Add amp Checkout Noncoded Ne You can add and checkout Noncoded and miscellaneous items that are not ordered By clicking this icon Add amp Checkout Noncoded screen will open In this screen you can select equipment or enter miscellaneous items to add to the order and checkout simultaneously Note When you select a Barcoded Equipment system only adds it to order but not checks it out aa Order Processing 2010 Rental Tracker Inc Checkout All This option will allow the user to checkout all items without confirmation for each item All items will be checked out as Noncoded This option will checkout all miscellaneous and subrented items too There is a security setting for this option Users must be permitted to do this function Batch Download checkout Bl This is batch download checkout For more details see Batch Download Screen in Chapter 2 Cancel Checkout Cancel Barcoded Items E Yo
491. values for it Note You can include all records in report or select to print all invoices uploaded or non uploaded invoices Example EI Reports O 2010 Rental Tracker Inc Rental Tracker Pro RTI Studios Revenue Generated Report By Customer Date Time 10 10 2010 2 42 02 PM Page 1 of 1 Location LOSANGELES Creation Date Ranges 1 2010 10 10 2010 Format Summary Location LOSANGELES Currency S0 a cai ns Er RE 3000 00 3000 8000 CE 200 00 TREASURE DisneyStudios 73280 7 55 450 01 ad SI 000 00 7 aia 5200 00 7 A nt ass fe AE MIDDLE ABC ETA ABC MODERNFA ABC Studios 524 168 00 2 521 75 3500 00 The data used to reflect the revenue generated is from confirmed invoices An individual _ tice Creste Date O Begin Date A End Dare _El invoice totals for a selected production anda j Z report totals will be displayed Customers Display Code 7 Desc F Show Mint Creation Date Range To filter report results to show only records between dates 50002 CARISTE LINES TORONTO i AWICES use these options If only begin date is 20253 AMON PIM PRODUCTIONS ie 271 BUCK PRODUCTIONS INC entered system includes all records after 2273 prou ENTERTAINMENT NCI Arda UALL UCT AES il begin date and ignores all records before that 20075 CODE FILM INC gt 20276 FEVER FILMS NORTH AMERICA date If only end date is entered system
492. ve this option blank to show orders linked to all projects Subrental Vendor Shows only the orders with Subrental from the given Subrental vendor Leave this option blank to show Subrental from all vendors Location If you are using multi location features you can filter to show only the orders for the given location Leave this option blank to show orders from all locations Example EC Reports 2010 Rental Tracker Inc Rental Tracker Pro Demo Company Current Rentals Report Date Time 2006 06 1710 06 58M Sorty By OrderNo Format Summary Location LA Ea Begin End Date LA COMEHO Posepanderson BA CT 2005 08 02 2005 08 14 2005 08 16 LA COMEHO Posepanderson BA Td 200409 15 200409 29 200409 30 LA COMEHO oseptnderson FE AMABA 2001 07 25 2001 08 14 2001 07 27 mA COMEHO Posepanderson s00308p eS 2003 03 24 2003 03 26 1 2h OSS LA CONCO1 CooperstowrHalllfame_ Ar 2003 06 28 2003 06 30 2003 06 30 LA COMEHO Posepandeson Y BASSI 2003 07 26 2003 07 31 2003 07 31 Code Name Current Subrental Report This report lists all items that are currently out on HIM orders checked out as Subrental on an order In addition to equipment and order information this report will list Vendor information for each type of equipment sub rented Options Sort By Specifies the sorting order of the records on the report You can sort the report by Equipment Order Production Vendor
493. ver will send the request again Interval to Reconnect Lost IF connection with DB is lost RF Server will try to reconnect after this time repeatedly Log Transactions If this is checked RF Server will save all the transactions in a file Users can open the file with pressing the view button in the right Log Errors If this is checked RF Server will save all the errors in a file Users can open the file with pressing the view button in the right Max Trans Logs Set the maximum number of rows in the Transaction Log page Max Error Logs Set the maximum number of rows in the Error Log page Save Log to database If this is checked all the transactions will save to database Location Transaction logs will save in this table This table should exist in database Time to save the log Set a time to save the daily log to database on that time Number of days to keep History Clear the history older than this day Start the Server Initialize the server with the parameters set in setting page and then try to connect to the database Users can use this feature to restart the server if stopped for any reason When server is running this menu is not available Start amp Stop Settings Le Exit RTPro RFServer Stop the Server Disconnect the connection between RF Server and DB and then stop the RF Server from sending and receiving commands to from scanners This feature is useful when the user makes a change in DB c
494. w ml Inventory O 2010 Rental Tracker Inc Equipment Code This is a required field and should be unique and up to 10 alphanumeric characters This Equipment Code identifies each type of equipment in system and used as the first sort order for many of the screens grid listings and reports in application Much thought should be considered when designing the equipment code table Before beginning to input rental equipment it is recommended you review your shop s price catalogue inventory list or similar report and equipment codes assigned to all types of equipment in inventory This way you can assure most of the equipment in inventory will be assigned a code and will aide in grouping same items together Grouping similar types together is useful to quickly finding the desired code when conducting a search for review or input whether on a report or a screen For example you may give all of the lighting equipment a code range between 20000 and 30000 while all of camera equipment is given numbers in range of 30001 to 40000 Alternatively all of the Microphones may have codes starting with the letter M It is not so important how group types together but once ranges are established layout is consistent and they can be maintained For example an Acme 2000 Watt Widget might group with all of the Acme equipment or 1t may easily be found with all of the other 2000 Watt Widgets It does not matter so much which way as it does to pick o
495. week will default over when a new production is created For an explanation of Days per Week refer to the Rental Order Entry section in Chapter 6 Default Sales Restocking When sales items are returned there is an option to charge a restocking fee Enter here the percentage of the sales price to charge as a restocking fee This will default over when a new sales stock code is created Require Serial for Barcoded items For Items with a value more than You may wish to require serial numbers for Barcoded items of a certain value Check this box and enter the value here When adding inventory this value will compare against the Price field of the equipment type for the items added If the amount in Price field is larger the serial number will be required Warning for Credit Limit A credit limit can be specified on the production level When invoices are created the system will warn if the credit limit has been met Checkout first item in a session If credit limit 1s reached the system will warn user while checking out the first item in Rental Checkout Screen Exiting Rental Entry Screen If checked while exiting from Rental Entry Screen the warning message displays the credit limit 1s reached and shows the customer s balance and the amount over the balance Printing Quote If checked when printing Quote Sheet the system will warn user that credit limit is reached but it doesn t stop the generation of the report Creating Invoice
496. will display If the item has been out before the last order it was on the production code when it was checked in and who checked it in will also display The information about the creation date and who created this item can be seen at the bottom of Rental Inventory Entry Screen If changes are made to record the date of last revision and who did it will also display From the Status field if the status 1s out you can click on the current order number and get directly to the order processing screen If the status is repair you can click on the repair ticket number and proceed to the repair ticket screen Adding Image From the Rental Inventory Entry screen multiple images can be linked to a specific barcoded item To add images refer to the Image Screen section in this chapter Note When picture s are added to a barcode the rental inventory screen will show the pictures linked If no image is assigned to the barcode the screen shows the image from equipment level Note This feature is only for barcoded items for noncoded items the image will pull from the equipment code level Note If a barcode has multiple images a default image can be assigned to the item To do this click on the edit mode scroll through the images for the barcode and right click on the image to set as the default Select Set this image as default When clicking on the printer icon on the top of the screen program prints the first four images for that barco
497. with Extended Price equal to zero Pull List Pull list is intended to be given to the worker who will pull the equipment for the order This report will list equipment according to ordered quantity the quantity of pulled equipments and the remaining items that need to be pulled You can choose to print Rental Only Sales Only Rentals and Sales or Sub Rentals by Vendor Each type of report has its own options You may also change the order and grouping of items by Department or Equipment Code This option is not available when printing Subrental by vendor report It is also possible to print a complete list or just the remaining items that are not shipped Department A department can be selected and if selected the report will print for the specified department Print Scanner Readable Information This option will print the barcode which is equivalent to the equipment code The purpose of printing barcodes for the equipment types is that checkouts can be performed across non Barcoded items using the batch barcode scanning method Print a new page for each Department Checking this item will print each department in the separate pages Print Subrental Internal Notes Checking this item will print Subrental Internal Notes This option is only available if Subrental by Vendor is selected Print Subrental Customer Notes Checking this item will print Customer Notes This option is only available 1f Subrental by Vendor is selected Print Weigh
498. x type will be used when calculating the billable charges The tax type will default in from Production Entry Screen Customer Contact The Customer Contact information defaults in from the order if there is one order attached to the invoice A management report is available showing the revenue generated against a customer contact Note This is a free form area Any information entered in the field will print on the invoice document Billing Name and Address The billing name and address will come over from the production entry screen Payment Area This information shows if invoice is paid by Cash Check Credit Card Order Section This area displays all the orders attached to the invoice If the cursor is positioned on an order and you double click on the order a detailed breakdown of the order will appear on the Order Billing Detail screen You might also find this information by selecting View Invoice Detail for this Order from right click menu To see all the records included in this order double click on a valid row in Order Billing Detail screen This will enable you to see some information about the equipments separately such as Ship Date Return Date Quantity List Price etc thru the Invoice Detail screen If invoice is not confirmed you may add a new equipment to this invoice at the lower part of Invoice Detail screen Press Add Ons icon in the toolbar and fill the Equipment column System will calcul
499. y Note You should specify the beginning date when filtering the report otherwise an error will occur Options Production Shows only the Sub rentals belonging to this given production Leave this option blank to show Sub rentals from all productions Vendor Select Subrental Vendor or leave it blank to print Sub rentals from all vendors for selected PO Equipment Range You can limit the range of equipment displayed in this report by selecting begin and ending equipment code Leave these blank to show all equipment Begin and End Date You can use this option to filter results to show only sub rentals between specified date ranges Location If you are using multi location features you can filter to show only the Sub rentals on the orders for the given location Leave this option blank to show Sub rentals from all locations Sort By The report can be sorted with by equipment order number production and vendor Example Rental Tracker Pro Demo Company Scheduled Subrental Report Date Ti me 2001 06 1710 39 00AM Page 1 of 5 Date Range 2001 06 17 Sorty By Equipment Location LA Equipment Description Order Production Production Name Wendor Wendor Code Code CTT E me ACEDO1 AceRentals O 0000 assent r ESELS SY AC TIO fActionGip A EE boos feveos SE A DRE 2 E once JARRI 12M8KHEADd 00005 ARRI12 18KHEADd Purchase Order From here you may print out a Subrental purc
500. y applications Handle Ergonomically designed to reduce operator fatigue increasing overall productivity Optional Accessories Single Slot Serial USB Cradle This cradle enables serial or USB communication between the MC9000 G and a host PC The cradle also charges the terminal with a 1700 mAh standard battery and a 1700 mAh standard spare battery stored in the cradle LEDs will indicate when the spare battery and terminal are fully charged Part Number CRD9000 1000S Four Slot Spare Battery Chargers This cradle charges four MC9000 G batteries simultaneously in approximately two hours Ideal for customers who communicate wirelessly but who need a cradle for battery charging only Part Number SAC9000 4000 UBC Adapter This device makes the charging of multiple batteries easy and cost effective Simply snap the battery into the adapter and slide the adapter into the UBC charging station The charging station holds up to four adapters and recharges the battery in approximately two hours Part Number 21 32665 34 EN Barcode Scanners O 2010 Rental Tracker Inc Belt Shoulder Holster This Velcro clasp holster comes with a durable nylon adjustable belt to secure the MC9000 G on the user s waist as well as an adjustable nylon shoulder strap Part Number 11 64896 01 How to Reboot Warm Boot A warm boot restarts the mobile computer by closing all running programs All data that was not saved will be lost Note Fi
501. y can be entered or you can accept 1 by default Equipment Tree node s can be shown by Codes Description or both by user s choice There is a refresh button to update the list for the latest changes You can search this list by Code or Description To continue searching just press F2 after first search List will search from current position to the end Note If equipment which has accessories is dragged from equipment tree to the list system will ask to add accessories If an accessory is dragged from the tree it will be added as a single item Rental Items Items that are ordered will be shown in this section Here equipment can be added by typing the codes or selecting them from the drop down list in the Equipment column Fields which can be edited on a line item are the quantity list price actual price discount locked column taxable daily weekly days per week GL account the sort order and the internal and customer notes Some of the fields have security logic and a user will need to be permitted in order to change Also if the equipment is set as a non discountable item in the equipment table setup the user will not be allowed to apply a discount to a line Note To remove items from list set their quantity to zero Note If No Charge column is checked then program will set Rental Discount Percentage to 100 Rental Locked to 1 and Rental Actual Price to 0 and Rental Extended to 0 Note If No Charge column is che
502. y can make Automation can help with repetitive tasks as well as automate many manual tasks As a potential customer for automation they are many systems available for data collection Barcodes are used widely as the main solution for data collection It is used on many commercial products and used for identification 1 e food products clothing and vehicles This solution has proven to be simple efficient and reliable for data collection How much will automation cost The costs of automation based on the following factors software hardware implementation and labor The most common savings in automated data collection is in labor costs Although the initial time to place barcodes on individual items and enter into the system may take up labor time the end result 1s you will be saving time The overall time to write up orders checkout item check in items and track and research items will be greatly reduced Automation provides greater accuracy and reporting of equipment utilization Software system A computerized system is used to track items with the use of barcodes or asset tags Hardware The equipment is used to input identification information into the software system Hardware includes scanning equipment bar code label printers labels and other asset tags Implementation Costs Costs of installing and training a new organization on automation Implementation costs include workflow analysis training and installation This ph
503. your EndDate 12 31 2008 desired options and then click on the Next button that will on D send you to the regular Quote Sheet report dialog box EME aa Options First Order Last Ordes Date Range Prints the Quote Sheet for orders with the Quote Date in the given date range Location Production You can choose a specific production and get the Quote Sheet report for this production You also can select multiple productions To do this click on list icon in front of Production and select each one you want to include in report Order Range Prints the Quote Sheet for orders with the Order number in the given range Location If you are using multi location features you can filter to show only the orders for the given location Leave this option blank to show orders from all locations EU Reports O 2010 Rental Tracker Inc Batch Checkout Sheet This option can be used when there are several orders that you need to print a checkout sheet for This option allows a batch to be printed so you do not need to print the orders Checkout Sheet RTPro Demo Company individually through order processing This function will Begin Date 11 3 2003 print all records at once based on the criteria that you specify Select your desired options and then click on the End Date 11 9 2008 l Next button that will send you to the regular Checkout Sheet J Production report dialog box Optio

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