Short term equipment rental tickets

Users can easily track one off bin or other equipment rentals on an Equipment Rental Ticket.

To enable this feature, please see this help file.

How to Create a Ticket for a temporary equipment rental:

1. Click Equipment Rentals + to open a new, blank ticket.

2. Fill out the relevant felids.

Ticket # will auto populate. This can be started with a worksheet number under Settings> Preferences> Document Numbers> Enter the starting sequence under Worksheet (Invoice No). NOTE: we strongly encourage you to reach out to Support for assistance on this.

The Department will default to your user setting. Click here for how to set up Departments, and here for locking down Department permissions.

The Date will default to today. This should be the date you raise the ticket, and it will used to calculate the invoice date within an open period.

The Status is the financial and logistical point that the ticket is in. Here are the financial implications of the Status:

Work = ticket is incomplete, no financial impact
Completed = Ticket information has been completed. No financial impact
Open = ticket information is entered, customer invoice has been sent/paid, logistically the equipment has been placed but not picked up
Closed = Equipment has been picked up, final weights and days entered, final overage invoice sent to the customer. The transaction is considered logistically closed.
Cancelled = The ticket never happened for some reason. There were never any financials (AR/AP) created. This would be to keep a record of the cancelled transaction.

The Close Date is the date that the equipment is picked up and this project is considered done. This date will determine the number of days over contract (if applicable).

The Logistics Status is optional, since there is no financial implication. The Support team will work with you on the best way to use these to manage your unique workflow during the training process. Here is a breif overview of what they are intended to represent:

Setup = this is the default status when you save it in OPEN.
Drop-off = this indicates that your customer has paid (if retail) and you are planning the drop off with the hauler
Delivered = this indicates taht the equipment has been dropped off and there is nothing required from you
Pickup = this indicates that the hauler is set to pick up the equipment and you are waiting for final weights. This is the default status when you save it in CLOSED
Returned = this is optional if you want to track another logistical status of the equipment rental

The Final weight field is the final weight recorded from the hauler and will be used to calculate the final overweight charge on the customer side, and final overweight payable for the hauler.

3. Select the Customer in the Account drop down.

If it is a new one time rental customer, click NEW and enter the relevant information. This will be a retail type of client.
If it is a return one time client, click the drop down and select their name or start typing it to use predictive text. This will be a retail type of client.
If it is a contract customer, then select the company name. If it has not yet been added to the system, please click here to see how to add a new counterparty. This will be a commercial type of client.

NOTE: Retail clients are tracked different than commercial clients. Click here for an in-depth summary of the two.

How to create an Equipment Rental Ticket:

1. Select a retail client from the Account drop down or click New to create on on the fly. *

2. Enter their Billing address and their Service address. The billing address should match their credit card, and the service address will be the one where the equipment will be placed. If they are the same, you can check 'Same as billing' to populate the service address with the entered billing address.

3. Select the Equipment being dropped or placed. This list comes from Common Information> Equipment types.

4. Enter the max allowance for weight in the WT- Allow/ST field. This weight will be compared to the final weight and multiplied by the overage/ST field to calculate any additional weight charges.

5. Service Date is the date the equipment will be put out at the site. This date will generate a ticket on the Service board inquiry and the Calendar.

6. In Rental Duration, enter the length of time that the equipment is expected to be onsite for. In the first box enter the number of days/weeks/months and in the second box, select the time period. These fields will automatically calculate the Return Date for the equipment.

7. Enter the Customer's fees:

Service Charge will always be a flat fee, this is the price of your service and equipment
The Overage/St is your charge to your customer if they go over the weight in the WT -Allow/ST. This cost will be determined once you have a final weight at the top.
The Overage/Day is the per day/week/month fee you will charge your customer for keeping the equipment at their site beyond the Return Date. This will be calculated by the difference between the Return Date and Close Date at the top.

8. The waste material drop down is optional and is the material you expect to be in the equipment. This drop down list is populated from the master list of Products. Here is a help file for adding products and materials.

10. The Requested by is a reference field, and you can enter any text. Typically this is the person you are on the phone with.

11. The Order ref is an additional field for any reference numbers you need to track or display on documents.

Once you have the customer all set, if you know the hauler, continue to the Hauler portion below before saving the Ticket.

If you do not know who you will choose to be the hauler or you want to wait until the Customer has paid:

1. Set the Status to Open.

2. Click Save.

3. From More Actions> Share invoice or click on the document tab> Documents> Invoice. This can be integrated with Stripe for quick credit card processing.

NOTE: there are a few ways you can configure your email for sending out documents. Click here to see them.

Filling out the Hauler side of the Ticket:

1. Select a Hauler from the drop down. This list is populated from the counterparties, as any marked as Expense and Supplier role.

2. Enter the Haulers' fees:

The WT-ALLOW/ST field will be the max weight allowed in the equipment. This weight will be compared to the final weight and multiplied by the overage/ST field to calculate any additional weight expenses
The Overage/ST is the fee you will pay your Hauler for going over the weight allowance. This will be calculated by the difference between the weight allowance field and the final weight.
The Overage/Day fee is what you will pay your supplier if the Close date is past the Return date.

3. The Payment Terms will default from the counterparty or they can be selected here. To enter new payment terms, please see this help file.

To add additional expenses to pay your Hauler or additional charges to invoice your Customer:

1. Click +Add Expense

2.On the expense line enter additional fees you are paying your hauler. On the charge line these are any additional fees you are charging your customer. You do not need to enter both sides, if the fee/charge is only applicable to one.

3. The description will default from the name of the expense account. You can override this to show something different on the invoice or settlement document.

4. Click Save

5. The gross profit snapshot at the bottom of the ticket will show your real time projected gross profit as you enter or modify charges and expenses.

6. The Service Notes is an additional field for capturing notes and can be pulled onto documents (dispatch tickets, customer invoice, etc.).

* If you are creating a ticket for a commercial account:

2. Select the Customer name from the Account drop down.

2. Select the location you are setting the equipment at.

3. Check Bill upon completion if you will be adding charges and fees throughout the duration of the equipment, and invoicing your customer on one bill at the end of the rental.

The rest of the workflow is the same.