This screen allows you to:
Enter new equipment or edit existing equipment information.
Before you begin:
Choose the Equipment File option from the Files Menu.
The equipment file is used to store information about equipment you wish to rent. Equipment can be ordered using the Ordering Equipment screen under the Reservation Menu or the Equipment prompt when making reservations. Pickup and delivery reports can be printed using the Equipment Work Orders report option on the Cleaning and Equipment Reports Menu.
Equipment is calculated by taking the number of whole weeks in the duration of the rental times the weekly rate plus any remaining days times the daily rate (if the daily rate amount exceeds the one week rate, the one week rate will be used instead of the calculated remaining number of days times the daily rate). This amount must exceed the minimum charge or the minimum charge will be the charge.
Prompt descriptions...
Search, Show All or New [Exit]:
Enter the equipment number you wish to search for and click the "Go" button or choose "Show all" to select from the list of existing equipment items or to add new equipment to the system click the "New" button from the top tool bar.
If you enter an existing equipment item number the information will be displayed and the system will allow you to modify it.
Equipment ID: ##
RMS automatically assigns an ID number to the item. You may keep this number or create your own unique identification number that may or may not include letters.
Enter the Description:
Enter the description for the equipment. You are allowed up to 30 characters.
Rental Duration:
Typically this is not used, but if the item has limited use enter the number of days.
Quantity based on:
Enter a numerical value or select prompt for quantity.
Dates to use:
Choose from "ask dates" or use "reservation dates" automatically.
Change Resv:
At change reservation time do you want the amount to automatically recompute or ask amount?
Codes
Enter the category code:
Enter the category code for the equipment. The category code enables you to print reports for specific type of equipment. Your company may choose any codes necessary. For example, if you wish to print only information on bike rental deliveries you may do so by assigning all bikes the category code ‘BIKE’. This information is not required.
Type code:
It is important that golf items be given the GOLF code. Other items are MISC or not necessarily coded.
Deliverable item:
If the item can be delivered use the check box to indicate it.
Equipment Reports:
If the item needs to be included on equipment reports, such as bedding info select the appropriate item.
Cost
Rate/Cost Options:
Enter the Rate Key for the three years being tracked. The rate should already be defined in the Rate Definition File. Use Equipment Rates to enter an equipment rate. If you do not have a rate created for the specific item you are entering you may select [Cancel]. You may choose to assign it an existing rate and come back later and reassign it one that you created just for the specific piece of equipment you are adding. The rate is required information.
Charge highest rate?
Use the check box to always charge the highest rate.
Minimum:
Enter the minimum rental rate allowed. When ordering equipment, the system will ensure that all rentals for this item will be charged at least this amount.
Vendor cost:
Enter the amount for the equipment cost to vendor.
Tax:
Use the check box to indicate applying taxes. Tax values are stored in the control file.
Enter GL and AP accounts for this item, or click [Select] to choose from list:
Enter the GL account number to post the money received to for this equipment item when the reservation is finalized.
Choose [Select] if you wish to view the GL accounts to choose from. Use your arrow keys to highlight the appropriate account and double click on it or press <Enter>.
Enter the AP account number to post the accounts payable amount to for this equipment item when the reservation is finalized.
Choose [Select] if you wish to view the accounts to choose from.
Vendor
Choose a vendor from a list of vendors on file to associate with this equipment item.
Unit Discounts
Choose from "reservation pays", "company pays" and "don’t show".
No Discounts
Choose from "reservation pays", "company pays" and "don’t show".
[OK], [Cancel] or [Delete]:
Choose in the text box beside the item you wish to change to edit that information.
Choose [Cancel] to abandon any changes made to this equipment number.
Choose [OK] to update any changes made to this equipment. This option saves new equipment or any changes made to existing equipment.
Choose [Delete] to delete this equipment entry. You should not delete an equipment item that has outstanding pickups or deliveries.
The system will return to the first prompt after entering either [OK], [Cancel] or [Delete].