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FocalPoint Online Help

2-2 from the main menu

 

The rental file is where you store all of your rental items and other depreciable assets. For assets that are not rental-able, there is a flag available to mark the item appropriately. Many defaults for rental items already exist in the Rental Rate Tables. Your Rental Rate Tables should already be established before adding rental items. Once a rate table is selected for a rental item, many fields for the rental item will pre-fill based on rate table settings.  These fields may be changed to suit your needs.

 

 

Upon entering the rental file you will be presented with a list screen. This screen shows the Equipment ID, Description, Group, Rate Table, Year to Date Dollars, Life to Date Dollars, Serial Number, whether or not it is a "bulk" item, whether or not it is an "attachment" and Vendor. In a multi store environment, for non serialized items, if you intend to rent items that you do not normally stock in your store, you should set up the item in your store anyway, and set the quantity to 0. When renting these items, either transfer the necessary inventory to your store prior to creating the contract, or overbook the item and transfer the inventory afterward. See notes below under Equipment ID for more information about non-serialized inventory.

 

RentalFileListScreen

 

 

Different areas of this list screen are:

 

Store

You can choose to display all rental items or only those that are currently in a certain store.

 

Active/De-Active/All

In the upper left corner, you may choose to see "active", "de-activated" or "all" records. If you choose "All", the far-right "Active" column in the list will be visible, otherwise this "Active" column will not be visible.

 

Add Item

Click on this button to add a new rental item.

 

Serialized Availability Export

Click on this button to export a list of serialized items and their current availability to Excel.

 

Export

Click on this button to export the current list of rental items on the list screen to a screen that can generate an Excel spreadsheet.

 

Print

Click on this button to print a list of rental items that resembles the current list screen. You will be prompted for a printer before the list prints.

 

Print Preview 

Click on this button to preview a list of rental items that resembles the current list screen. From the preview screen you can print the list, email it, or create a PDF.

 

Wild card search function

The field to the left of the Find and Clear buttons will search for any string of characters in any of the columns on the screen. It is an interactive search, meaning the results will be displayed as you type.

 

Column Search Fields

The blank field on top of each column can be used to search for results within the appropriate column. This search function looks for matches based on the start of the string of characters. For example, if you were searching for the word "smith", typing "smi" would help you find results, but "ith" would not

 

Column headings functions

If you left click on a heading, the records in the column will sort ascending or descending (alternating with each left click)

If you right click on a column, you will be presented with options to:

oSort Ascending

oSort Descending

oClear Sorting

oGroup By This Column

oShow Group By Box

oRemove This Column

oChoose Which Columns to Display

oBest Fit THIS Column

oBest Fit ALL Columns

oFilter Results in this Field using 13 methods (Equals, Does Not Equal, Greater Than, Less Than, etc.)

oHide the Auto Filter Row

If you "hover" over the column heading, a tiny filter will show in the upper right corner of the column name, where you can then filter the column based on real time results of the column

 

Export

Click on this button to export the current list of records on the list screen to a screen that can generate an Excel spreadsheet.

 

Print

Click on this button to print a list of records that resembles the current list screen. You will be prompted for a printer before the list prints.

 

Print Preview 

Click on this button to preview a list of records that resembles the current list screen. From the preview screen you can print the list, email it, or create a PDF.

 

You may double click on a record to open it, or right click->open to open a record. Right clicking on a rental item also allows you to:

Copy the item - Useful when adding multiples of the same type of item, especially when initially setting up FocalPoint.

Expense Quantity - Formerly in the inventory functions menu in FocalPoint, you can now expense quantities directly from this screen. Expensing items allows you to increase or decrease inventory for reasons other than normal sales and purchases.

Expense Transfer - Instead of expensing items from your inventory, if you wish to move quantities from one rental item to the other, use the "Expense Transfer" function.

See Expense Rental / Merchandise for instructions on expensing quantites or transfers

 


 

 

There are several screens in the Rental File.  The screens are listed below. On the top section, the following functions and fields will always be available:

 

RentalTop

 

Save / Save & New

Use this button to save your changes or additions. The Save/New button will take you to a blank screen to add another new record.

 

Print/Preview Detail Sheet

Use this button to print or preview a detail sheet.

 

Print Equipment Label

Use this button to print an equipment label.

 

Delete

Use this button to delete rental items that have no activity on them.

 

Equipment ID

Enter an equipment ID for this item.  If you do not have a structured ID system in place, and you wish to use random numbers similar to FocalPoint's internal Item #, enter the item number as it is shown (in gray) to the right of the Equipment ID field.

 

For serialized items, Equipment ID's server the purpose other than to identify the item.  For non serialized items (tables, chairs, blades, etc), in a multi-store environment or when you are transferring merchandise to rental, a little more thought is involved with Equipment ID's.  For example, if you have three stores that all stock the same chair, you will need to set the item up in all three stores.  The system defaulted Item # (below) will be unique each time you set up the item.  The Equipment ID, however, will need to be the same for all three store.  This requirement is in place primarily for transferring purposes, so that when you transfer chairs from one store to another or when you are converting merchandise inventory to rental inventory, the inventory decreases and increases properly for the item in the stores or files involved in the transfer.

 

Group

Select a group from the drop down list.

 

Status

Normally this field is set to Available when the item is being set up, as the status of an item will be automatically controlled by the type of activity currently associated with it.

 

Type

Normally, rental items are set to "R"ental.  If an item is set to "F"ixed Asset, it will not be available for rental, but will still be subject to depreciation functionality.

 

The "Kit" type allows you to set up a rental item that represents an assembly of many other parts/pieces also in your rental file. For example, you may set up a Kit rental item for a 20' by 20' tent, then when you set up the kit, make this item the primary item, and make all the parts/pieces that make up this tent as kit detail items

 

For re-rent items, you can just set up 1 rental item per store or one item per each rate table.  You will need a rental rate code set up for this re-rent item, however, it is typical for the pricing on re-rent items to be overwritten each time that the item is added to the order.  When you rent this item, simply change the description and rates as needed.  As the item is set to a type "E" you will be presented with additional fields at the time of rental asking for the vendor and the re-rent cost information.

 

Rate Table

Select a rate table set up in the Rate Table File from the drop down list.

 

Current Interval

This field reflects the current interval (Hours, Miles, etc) for the item.

 

Turnaround Increment and time frame

Enter the number of days, hours or minutes after an item is returned that it should be considered "in the shop", unavailable for rent, then choose "days", "hours" or "minutes" from the dropdown.  Works great for linens that need to be laundered between uses.

 

Primary/Alternate Description

You may enter up to two descriptions for any rental item.  Either of these descriptions will be searched when searching for rental items by description.  The primary description will show on printed documents.  The alternate description is used for searching purposes.

 

Current Store

This is the current location of the item.

 

Active (lower right corner)

If this item should be available to rent (with the exception of fixed assets), enable this field.  When an item is sold, this field will be automatically disabled.

 

Added on

Shows the date/time that the item was added.

 


 

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