Rentals - WebTMA 5

The Rentals window shows a record of the reservation time period, charge rates, and related accounts as well as any expenses incurred.

Rentals Identity Tab

Path: Transactions > Facility Scheduler > Rentals / Identity Tab

Rentals are converted from reservations, i.e., click the Convert link on the Reservation window Action Menu.

Although rentals can be completed as a stand-alone task (without a previous reservation), this is advisable only if you wish to take immediate possession of the item or location.

Rental information tracks details about the item use period and check-in. If check-in tasks are applied to an item, you can create a check-in work order when the item is returned.

WebTMA products for healthcare licensees include biomed devices as a maintenance-worthy item that can be rented.

How to Create Rentals

Path: Transactions > Facility Scheduler > Rentals / Identity Tab

These instructions apply to completing a new rental record. If you have converted a reservation, much of the information is transferred to the Rentals window.

On the Rentals window:

1. Click Add on the WebTMA toolbar.
2. Select the Agent.
3. Select the Requestor.
4. Select the Repair Center.
5. Complete as many elective fields as possible.
6. Click the Add Resource link at the top of the grid.
7. Click Save on the WebTMA toolbar.
8. Go to the next topic, How to Complete Resource Entry.

How to Complete Resource Entry

Path: Transactions > Facility Scheduler > Rentals / Identity Tab

Follow the steps in How to Create Rentals above. When you click the Add Resource link, the Resource Entry popup window opens.

1. Complete the Rental Start and Rental End
2. Select the Type and specific item.
3. Select the Billing Start date and time. This is the time the renter takes possession of the item.
4. Select the Rate Type. If rates are set up on the [Item] Types window, your selection in this field changes the rate fields to reflect the defaults.
5. Click the Rate check box. This check box is to the right of the Rate Unless checked, charges are not calculated for the rental.
6. Complete other fields as needed.
7. Click the Save button on the window.
8. Click Save on the WebTMA toolbar.

Meters apply to rentals such as copy machines that have a metering device for tracking. You have the option to charge by metered unit, a flat rate for time used, or a combination of both. To charge for both, click both the Rate check box and the Meter Rate check box.

CAUTION: If you want to charge for the rental, be sure to mark the check box at the right of the Rate field.  The Use Mileage Rate if Greater check box applies to vehicle rentals.

Rentals Restrictions

Path: Transactions > Facility Scheduler > Rentals / Identity Tab

The following restrictions apply:

• The tag number cannot be changed after the rental has been saved with a billing start date and time.
• If the rental has a saved billing end date and time for a line item, no changes can be made to the item.
• The Billing Start Date and Time fields cannot be cleared once a rental record is saved.
• The saved Billing End Date and Time cannot be cleared once a rental record is saved.

Rental Requestor Information Subtab

Path: Transactions > Facility Scheduler > Rentals / Identity Tab

Contact information is taken from the requestor record and inserted on the Requestor Information Subtab. You can add more information if needed.

Rental Charge Calculations

Path: Transactions > Facility Scheduler > Rentals / Identity Tab

When a rented item is checked in, charges are calculated, and the total is displayed in the Total Charge field.

The following describes how the rates are calculated and applied:

Additional Charge. To add miscellaneous fees or extra time when rentals are returned after the original rental period, enter an amount in this field. It is included in the Total Charge calculation similar to a Cleaning Charge or Cancel Charge.

Daily rate. Daily rates are not prorated. If the reserved period exceeds 24 hours, calculate the extra fee based on the hourly rate and enter it in the Additional Charge field.

Monthly rate. A monthly period is defined as 33 days. The additional days allow a grace period for return of the item. If the return date exceeds the grace period, a full month's fee is charged.

Example 1:

            Date out = 5/01/09

            Date in = 6/03/09

            Monthly rate = $1900

Example 2:

            Date out = 5/01/09

            Date in = 6/04/09

            Monthly rate = $3800

Cancellation charge. When the Charge check box adjacent to the Cancel Charge field is checked, the amount shown in this field is added to any other charges for a cancelled item. It is also included in the total shown in the Amount field. See the following caution if the only fee charged is for cancellation.

 CAUTION: If the item is not used, the Billing Start and Billing End fields must be exactly the same (date and time) for the cancellation charge to display in the Amount field.

Cleaning charge. If the Charge check box adjacent to the Cleaning Charge field is checked, the amount displayed or entered in this field is added to any charges for the item and included in the total shown in the Total Charge field.

Rental Return

Path: Transactions > Facility Scheduler > Rentals / Identity Tab

When a rented item is returned, follow these steps on the Rentals window:

1. Locate the desired Rental
2. Click Edit on the WebTMA toolbar.
3. Click the pencil icon for a line item.
4. Click the Billing End date field and edit as required or accept the default (system clock date and time).
5. (Optional) Add a New Reading for the meter if the Meter Rate is used.
6. Click the Save button on the window.
7. Click Save on the WebTMA toolbar.

In View mode, you can create a work order using the default task established for rental items.

1. Select the desired line item
2. Click the Create WO link at the top of the line item grid.

Rental Expenses

Path: Transactions > Facility Scheduler > Reservation / Expenses Tab

Expenses related to a rental are added from this Tab. The window lists any expenses, and more can be added.

Once an expense ticket is added to a rental record, it can be viewed and edited from either the Rentals or the Expense Ticket windows. However, the only way to link an expense with a rental is to add it from the Expenses tab on the Rentals window.

Expense information can be added to rental records before or after the item has been checked in, that is, you can add expenses to a closed rental.

The numbering sequence shown in the Ticket # field is generated automatically, beginning with number 1.

How to Add Expenses from Rentals Window

Path: Transactions > Facility Scheduler > Rentals / Expenses Tab

From the desired rental record:

1. Click the Expenses
2. Click Edit on the WebTMA toolbar.
3. Click the Add Expenses link at the top of the grid.
4. Complete the Expense Entry.
5. Click the Save button on the popup.
6. Click Save on the WebTMA toolbar.

The Ticket # field is completed automatically.

Rentals Billing Info Tab

Path: Transactions > Facility Scheduler > Rentals / Billing Info Tab

The Billing Info Tab is a read-only window that shows the distribution of charges and credits that will be applied using the Post Charges function.

If account numbers have been entered on the Identity Tab, the charge and credit account numbers are displayed on the Billing Info Tab. The charge and credit items on the Tab must be in balance in order for the Post Charges function to be successful.

If the charges are not in balance when you save from this Tab or switch to another, you get an alert message 'Total credit is not equal to total charge.' This message is for information only. The record is saved regardless of unbalanced charges.