The Rental Item Update Core screen allows you to add a new or update an existing Rental Item. The fields on this screen and the subsequent Tabs (Fees, Rules, Questions, etc...) allow you to update information pertinent to your Rental Item.
Note: Field names on the screen with red labels* are required by the screen design you are using. Mandatory fields in the default Vermont Systems design are noted where appropriate. Your design and mandatory fields may vary.
Other buttons on the screen...
Click Save to save your changes. You will return to the Rental Item Management DataGrid.
Click Cancel to return to the Rental Item Management DataGrid without saving your changes.
Click Previous or Next to continue to the next tab on this screen (i.e. If you are on the Core screen, click Next to continue to the Fees screen.)
Click Linked Items to continue to the Rental Link Management DataGrid., where you may add a new or update an existing "extra" item that is linked to the current rental item. The items linked through Rental Link Management are "extras" that come with rental at no charge. These items are NOT set up as separate rental items in Rental Item File Maintenance. They only exist in your database as linked to the Rental Item with which you are working. These linked items may be displayed during the rental reservations process and may be printed on the rental reservations, check out and return receipts to serve as reminders as to what extra items are included with the rental item.
For Example: You have the rental item "TRACQUET" (tennis racquet). Tennis racquets automatically come with a cover, a bag and a supply of grip tape. You would set up the racquet in Rental Item File Maintenance. You would link the cover, the bag, and the grip tape to the "TRACQUET." These "extra" linked items are not set up as rental items in your database, because they are never rented alone. However, when the racquet is returned, you want the cover and bag that went with it, along with any grip tape that was not used.
Core
Site Code (RNRentalItem_SiteCode)
When Enterprise Site Management is enabled on your License profile this field is mandatory.
Select the Site Code for this item. Sites are business segments within an enterprise organization. Associating a Site with items allows for reporting on item availability and transaction history by business segment.
Site records are maintained in Site Management.
DeleteSite Area (RNRentalItem_SiteArea)
You will not visit this field.
This field displays the Site Area for the Site linked to this item. The Site Area on the item is updated automatically when a Site Code is linked to an item or if the Site Code is changed.
Site Areas are maintained in System Code Management. Type = Site Area. They are linked to Sites in Site Management.DeleteSite Category (RNRentalItem_SiteCategory)
You will not visit this field.
This field displays the Site Category for the Site linked to this item. The Site Category on the item is updated automatically when a Site Code is linked to an item or if the Site Code is changed.
Site Category Codes are maintained in System Code Management. Type = Site Category. They are linked to Sites in Site Management.
DeleteRental Item Code (RNRENTALITEM_RentalItemCode)
If you are creating a new Rental Item, enter your Rental Item Code in this field. Codes may be alpha and/or numeric. This is a mandatory field for the default Vermont Systems design. Your design and setup may vary.
If you are updating an existing Rental Item you will not visit this field.
Note: Rental Classes must be created in the database before you can setup individual Rental Items. Rental Classes are maintained in Rental Class Maintenance.
Status (RNRENTALITEM_RecordStatus)
Click the Drop-down List icon to select the status of your Rental Item:
- Active
- Inactive
- Default - See below for a description
- Deleted - See below for a description
Default Status
Default" status allows you to create exact-copy records upon clicking the Add button from the File Management DataGrid for this module and selecting one of existing Default Options (provided at least one exists). This creates an exact copy of the "Default" record with exception that the copy's Record Status is Active instead of Default. This allows you to save substantial time when adding new records to your database since all settings on all panels (Core Settings Additional Settings etc.) and tabs (Core Fees* Rules* Questions Comments etc.) will be copied from the default record.
"Default" status records to do not show up in Daily Processing DataGrids. You cannot register for reserve or purchase a "default" record. They exist for the purpose of being copied only. If at any time you change the status of a default record to "Active" or "Inactive it will become a regular record" in your database and thus appear in Daily Processing DataGrids.
Options for adding default records are maintained on the Permissions profile Default Record Permissions Group.
* Separate default records for fees and rules can be created as well in their respective File Management program. Permissions must be set to add a Default Record and once added the default record can be linked as needed to any module.
DeletePermissions (RNRENTALITEM_Permissions)
Click in the Combo Box icon to select the Permissions code(s) you want to apply to this Rental Item.
Permissions allow you to control which users can view, add, modify, and/or delete records on browsers and picklists, etc. These are called Access Rights and they are maintained on the Table Permissions tab of the Permissions profile
Note: You can leave this field blank if desired. When this field is blank the system skips the Permissions check for this record. In that event all users will have access to this record provided their Access Rights for the module allow for it.
Long Description (RNRentalItem_LongDescription)
Enter the Long Description of this Rental Item. DataGrids in RecTrac can be sorted by Description, if desired.
This field will accept up to 100 alpha-numeric characters.
DeleteShort Description (RNRentalItem_ShortDescription)
Enter the Short Description for this Rental Item. The Short Description appears on reports, receipts, etc…
DataGrids in RecTrac can be sorted by Description, if desired.
This field will accept up to 30 alpha-numeric characters.
DeleteRental Class (RNRENTALITEM_RentalClass)
Select the Rental Class to which you wish to link this rental item. All rental items must be linked to a Rental Class. This is a mandatory field for the default Vermont Systems design. Your design and setup may vary.
A Rental Class allows you to link default settings to a group of rental items that share like information.
Rental Classes are established in Rental Class Maintenance.
DeleteRecord Type (RNRENTALITEM_RecordType)
Expand the Drop-down list to select the Type of the Rental Item this is:
- Quantity - For a single type of rental item of which you have one (i.e. Trek Mountain Bike #23345) OR for a single item of which you have many but have no need to distinguish them, such as Trek Mountain Bikes (12)."
- Capacity - For single rental items that can accommodate multiple people and for which you charge/rent "by the seat."
- Quick - For use with Quick Rental items. These are rental items for which there is no charge such as basketballs for an open gym session or board games for an open rec period etc.... Quick Rental Items do not require any entries on the Rental File Maintenance: Fees/Charges or Features screens.
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No Validation - For no value items that you hand out on an "as needed" basis and want to track such as washroom towels but for which you do not charge. The system does not check to see whether this rental item is available for rental during the selected date/time range. The system assumes you have an ample/adequate supply.
For Example: You might make towels a "No Validation" rental item if you never run out of towels and therefore don't feel the need to check availability before processing a rental. - Inactive - For a rental item that is not available; Inactive rental items will not appear on inquiry or daily processing picklists.
Report Tag (RNRentalItem_ReportTag)
Click the Picklist icon to select the Report Tag you wish to use for this Rental Item, if desired.
Report Tags offer a method of categorizing like items within a module for internal reporting purposes in the event you are using Types, SubTypes, and Categories as means for your patrons to perform WebTrac searches and you require different criteria for your reports.
For example, within your department, you have a number of facility types (ball field, pavilion, court, etc.), subtypes (football, softball, soccer), and categories (indoor, outdoor). Patrons search for facilities using these criteria. You also have a number of maintenance districts throughout your city and your facilities are spread across these districts. Reporting by maintenance district is a likely necessity, but the particular categorization ('Maint Dist')is not a useful search tool for patrons looking for a certain facility type. Using 'Maint Dist' as a Report Tag would allow your staff to run reports by maintenance district without compromising WebTrac search capabilities for your patrons.
Report Tags are maintained in System Code Maintenance Code Type = Report Tag.
Note: You can link up to three (3) Report Tags per item. Custom Screen Design is needed. Report Tag 2 and Report Tag 3 must be changed from "Hidden" to "Updateable."
Type (RNRENTALITEM_TypeCode)
Click the Picklist icon to select the Type Code for this Rental Item, if desired.
Every module contains fields for Types, Subtypes, and Categories. These should be used to group like items together on the DataGrid and reports. Fees, rules, and questions can be linked at the type, subtype, and category level in all RecTrac modules. Type, subtype, and categories are also reportable fields and are maintained in System Code Maintenance.
Note: SubType codes are maintained within the Type code to which they belong.
For example your Activity Type is "Yoga" and within the Yoga Type System Code on the SubType Tab you have SubType Codes for "Acro Yoga Bikram Yoga Hatha Yoga Hot Yoga and Power Yoga."
To add SubTypes using the example above you would:
- Go to System Code Management.
- Find your Yoga Activity Type System Code.
- Click Change.
- Click the SubType
- Click Add and enter the first SubType Code such as "Acro Yoga" and click Save.
- Repeat Step 5 for all additional SubType Codes.
The steps above use the Activity Module as an example only. The process works the same way regardless of the RecTrac module so if you were working with pass codes then in Step 2 above you would select the System Code you created for your pass type; if you were working with Facilities then in Step 2 you would select the System Code you created for your facility type etc.
Subtype (RNRENTALITEM_SubType)
Click the Picklist icon to select the Subtype Code for this Rental Item, if desired.
Every module contains fields for Types, Subtypes, and Categories. These should be used to group like items together on the DataGrid and reports. Fees, rules, and questions can be linked at the type, subtype, and category level in all RecTrac modules. Type, subtype, and categories are also reportable fields and are maintained in System Code Maintenance.
Note: SubType codes are maintained within the Type code to which they belong.
For example your Activity Type is "Yoga" and within the Yoga Type System Code on the SubType Tab you have SubType Codes for "Acro Yoga Bikram Yoga Hatha Yoga Hot Yoga and Power Yoga."
To add SubTypes using the example above you would:
- Go to System Code Management.
- Find your Yoga Activity Type System Code.
- Click Change.
- Click the SubType
- Click Add and enter the first SubType Code such as "Acro Yoga" and click Save.
- Repeat Step 5 for all additional SubType Codes.
The steps above use the Activity Module as an example only. The process works the same way regardless of the RecTrac module so if you were working with pass codes then in Step 2 above you would select the System Code you created for your pass type; if you were working with Facilities then in Step 2 you would select the System Code you created for your facility type etc.
Category (RNRENTALITEM_Category)
Click the Picklist icon to select the Category Code for this Rental Item, if desired.
Every module contains fields for Types, Subtypes, and Categories. These should be used to group like items together on the DataGrid and reports. Fees, rules, and questions can be linked at the type, subtype, and category level in all RecTrac modules. Type, subtype, and categories are also reportable fields and are maintained in System Code Maintenance.
Note: SubType codes are maintained within the Type code to which they belong.
For example your Activity Type is "Yoga" and within the Yoga Type System Code on the SubType Tab you have SubType Codes for "Acro Yoga Bikram Yoga Hatha Yoga Hot Yoga and Power Yoga."
To add SubTypes using the example above you would:
- Go to System Code Management.
- Find your Yoga Activity Type System Code.
- Click Change.
- Click the SubType
- Click Add and enter the first SubType Code such as "Acro Yoga" and click Save.
- Repeat Step 5 for all additional SubType Codes.
The steps above use the Activity Module as an example only. The process works the same way regardless of the RecTrac module so if you were working with pass codes then in Step 2 above you would select the System Code you created for your pass type; if you were working with Facilities then in Step 2 you would select the System Code you created for your facility type etc.
Allow Waitlist (RNRentalItem_AllowWaitList)
Select this option if you wish to run a Waitlist for this Rental Item. When running a Waitlist, the system will alert you if you upon a Cancellation (Patron A just cancelled. Patron B is first on the Waitlist) or when you attempt to process a check out" for anyone who is NOT first on the Waitlist (You're processing a checkout for Patron C. Patron B is first on the Waitlist for this item.)
De-select this option if you do not run a Waitlist for this item. When not running a Waitlist the checks listed above do not occur.
DeleteFacility Location (RNRentalItem_FacilityLocation)
Click the Picklist icon to select the Facility Location at which this rental item is located.
Facility Locations are maintained in Facility Location Management.
Note: Entering a valid Location in this field is required if you are recording attendance for rentals such as campsites and charging for occupancy by the day. See also: Recording Rental Attendance and Charging for Occupancy by Day.
Quantity (RNRENTALITEM_Quantity)
Enter the value which corresponds to the Quantity or Capacity for this Rental Item. During the rental reservation process, the system checks to make sure that the total capacity or quantity required does not exceed the capacity or quantity entered here (provided you opt to Validate the rental). The system will alert you if a conflict exists for the quantity (or capacity) required.
If your Record Type is:
- Quantity - Enter the actual number of these rental items that you have (i.e. if you have one (1) only, you would enter 1;" if you have a dozen of these items available for rental you would enter "12").
- Capacity - Enter the number of individuals who may occupy this item at any one time (i.e. if a single campsite in your campground can have up to six (6) people in it at any one time enter "6").
- Quick - Enter the number of these items you have on hand (i.e. if you have six (6) Medicine Balls you would enter "6").
- No Val - Enter "999" as the system does not check for the number of items you have on hand when No Value items are rented.
Features (RNRENTALITEM_Features)
Click the Picklist icon to select the Features you wish to link to this Rental Item, if any.
Generally speaking, Features are extras" that come standard with this Rental Item. You may search for rental items based on the Feature(s) linked here. For Example: some of your campsites might have their own charcoal grill while others share a grill between them. You might add GRILL as a feature to those campsites that have their own. When looking for campsites patrons could search for campsites that come with a grill.
Feature codes are managed in System Code Management. Code Type = Rental Feature.
DeleteLast Rental Date (RNRENTALITEM_LastRentalDate)
You will not visit this field.
This field displays the last rental date for this item as recorded by the system.
DeleteReport Tag 2 (RNRentalItem_ReportTag2)
Click the Picklist icon to select the Report Tag 2 you wish to use for this Rental Item, if desired.
Report Tags offer a method of categorizing like items within a module for internal reporting purposes in the event you are using Types, SubTypes, and Categories as means for your patrons to perform WebTrac searches and you require different criteria for your reports.
For example, within your department, you have a number of facility types (ball field, pavilion, court, etc.), subtypes (football, softball, soccer), and categories (indoor, outdoor). Patrons search for facilities using these criteria. You also have a number of maintenance districts throughout your city and your facilities are spread across these districts. Reporting by maintenance district is a likely necessity, but the particular categorization ('Maint Dist')is not a useful search tool for patrons looking for a certain facility type. Using 'Maint Dist' as a Report Tag would allow your staff to run reports by maintenance district without compromising WebTrac search capabilities for your patrons.
Report Tags are maintained in System Code Maintenance Code Type = Report Tag.
Note: You can link up to three (3) Report Tags per item. Custom Screen Design is needed. Report Tag 2 and Report Tag 3 must be changed from "Hidden" to "Updateable."
Report Tag 3 (RNRentalItem_ReportTag3)
Click the Picklist icon to select the Report Tag 3 you wish to use for this Rental Item, if desired.
Report Tags offer a method of categorizing like items within a module for internal reporting purposes in the event you are using Types, SubTypes, and Categories as means for your patrons to perform WebTrac searches and you require different criteria for your reports.
For example, within your department, you have a number of facility types (ball field, pavilion, court, etc.), subtypes (football, softball, soccer), and categories (indoor, outdoor). Patrons search for facilities using these criteria. You also have a number of maintenance districts throughout your city and your facilities are spread across these districts. Reporting by maintenance district is a likely necessity, but the particular categorization ('Maint Dist')is not a useful search tool for patrons looking for a certain facility type. Using 'Maint Dist' as a Report Tag would allow your staff to run reports by maintenance district without compromising WebTrac search capabilities for your patrons.
Report Tags are maintained in System Code Maintenance Code Type = Report Tag.
Note: You can link up to three (3) Report Tags per item. Custom Screen Design is needed. Report Tag 2 and Report Tag 3 must be changed from "Hidden" to "Updateable."
Display On Web (RNRENTALITEM_DisplayOnWeb)
Expand the Drop-down list to determine whether you would like to display this Rental Item in WebTrac inquiries.
DeleteKeyword Search (RNRENTALITEM_KeywordSearch)
Enter any keywords you want to link to this Rental Item. Patrons using WebTrac can search for Rental Items by keyword.
Keywords may be space-delimited (i.e. Camp Ground Campground) or delimited with a comma and a space (i.e.Camp, Ground, Campground).
DeleteRental Image (RNRENTALITEM_RentalImage)
An image linked in this field will override any image linked in the Background Image field on the Rental Class Update screen for the Class to which this item is linked.
Browse to and select the image you want to associate with this file management record when it is being displayed in WebTrac or when it is printed on reports or in brochures if applicable (i.e. the image you want to use for this section or this pass or this facility etc. Allowed file formats include: .jpg .bmp .png .gif.
Upon selecting the image the system will prepend the file name with \WebTracimages\. For example your image name is MyActivity.jpg and it is stored in C:\temp on your workstation. When you select that image this field will fill with: \WebTracimages\MyActivity.jpg
Leave this field blank if you don't want an image to display in WebTrac or on reports and brochures.
Images used for WebTrac must also be stored in the \images folder on your web server else they will not display in WebTrac. So if you wanted the "MyActivity.jpg" image from the example to display in WebTrac then you would need to have the image in this field and you also would have to copy the "MyActivity.jpg" to the \images folder on your web server as well.
Note for Vermont Systems-Fully Hosted and Vermont Systems-Web Only Hosted Customers: The Vermont Systems Hosted team maintains your web server so any images you want displayed in WebTrac need to be sent to them. Select the image you want to display in this field as outlined above and then email a copy of your WebTrac image to HostedServices@vermontsystems.com. The Vermont Systems Hosted team will place the image in the \images folder on your web server. Contact the Hosted team for further information/instruction if needed.
What Size Should Your Images Be?
By default WebTrac displays thumbnail images at 165 (width) x 110 (height) pixels. Images in the \images folder get resized automatically upon display in WebTrac. Click-able images such as those used for facilities will display at their actual/true/full size when a patron clicks the thumbnail to enlarge the image.
When selecting images for display in WebTrac Vermont Systems recommends the following for best results:
- Pre-size your images to dimensions that are directly proportional to 165x110. When sized proportionately your image will not lose aspect ratio and appear skewed when reduced and displayed in the thumbnail.
- Keep the file size of your images at or below 100kb. When patrons use WebTrac the images linked to your items must be downloaded to the patron's browser. Larger images tax your web server far more than smaller ones and result in longer/slower page loading time on the patron's browser.
Purchase Amount (RNRENTALITEM_PurchaseAmount)
Enter the purchase price for this Rental Item, if desired. This is a reportable field.
DeletePurchase Date (RNRENTALITEM_PurchaseDate)
Enter the date on which this Rental Item was purchased, if desired, or click the Calendar icon to select the date. This is a reportable field.
DeleteReplacement Value (RNRENTALITEM_ReplacementValue)
Enter the replacement value for this Rental Item, should it be damaged beyond repair, lost, or stolen during a rental; if desired. This is a reportable field.
DeleteMake (RNRENTALITEM_Make)
Enter the Rental Item's Make, if desired. This field will accommodate up to 100 alpha numeric characters and is reportable.
For Example: Trek
DeleteModel (RNRENTALITEM_Model)
Enter the rental item's Model, if desired. This field will accommodate up to 100 alpha numeric characters and is reportable.
For Example: MT 240
DeleteSerial Number (RNRENTALITEM_SerialNumber)
Enter the rental item's serial number, if desired. This is the unique number assigned to this rental item by the manufacturer.This field will accommodate up to 100 alpha numeric characters and is reportable.
For Example: #HW401
DeleteCondition (RNRENTALITEM_Condition)
Accept the default entry (Good) or expand the Drop-down list to select the appropriate condition of this Rental Item, if desired.
You may update the Rental Item's condition as needed during the rental reservations process and/or during the check out/check in process and/or here as needed. Generally speaking, the system assumes the following definitions:
- Good - The item is in good, clean working order and can be rented.
- Damaged - The item has a few bumps and bruises" but is still in working order and can be rented with the understanding that there is preexisting damage to it.
- Totaled - The item is a total loss and therefore cannot be rented.
- Lost - The item is unaccounted for and therefore cannot be rented.
Note: Good and Damaged items are considered "rentable" and appear on daily processing DataGrids and picklists. Totaled and Lost items are considered "un-rentable" and are not displayed on daily processing DataGrids or picklists.
MainTrac GL Code (RNRENTALITEM_MainTracGLCode)
If you are using the MainTrac interface option, click the Picklist icon to select the G/L code to which you want maintenance charges associated with this Rental Item to be charged.
For Example, the rental item CAMP1 has a maintenance ID of Cabin Maintenance (Clean bathroom sweep cabin remove trash."). When the maintenance crew receives and completes this task they will be able to charge their maintenance expenses to this G/L Code.
DeleteMainTrac Cost Center (RNRENTALITEM_MainTracCostCenter)
If you are using the MainTrac interface option, click the Picklist icon to select the Cost Center to which you want maintenance charges associated with this Rental Item to be charged, if desired.
DeleteReceipt Documents (RNRENTALITEM_ReceiptDocuments)
Click the Picklist icon to select the Receipt Documents you wish to link to this Rental Item.
Receipt Documents are maintained in Document Management and usually consist of pertinent information that you want to pass along to your patrons whenever a receipt of a certain type is generated. Receipt documents can vary by the transaction type (i.e. you can have separate receipt documents for new purchases/registrations cancellations changes etc.) or you can use the same document for all receipts. Further you can print separate documents for receipts generated via WebTrac and RecTrac if desired.
Printing Receipt Documents
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RecTrac
- Receipt documents print along with receipt when queued to a printer either at the time of the transaction or later using the Receipt Reprint program. This is the preferred method for printing and reprinting receipt documents.
- Receipt documents are included as an attachment when receipts are emailed from RecTrac either at the time of the transaction or later using the Receipt Reprint program.
- When you link a receipt document in this field a copy of it gets placed in the Document Center. Document Type = "Standard Document." You can print it from there if needed. The copy gets placed in the Document Center at the moment you link it in this field. When a receipt document gets generated as part of a transaction the copy in the Document Center doesn't get updated and no new copy gets sent there.
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WebTrac
- Receipt documents created from a transaction in WebTrac are attached (along with the receipt) to the confirmation email that gets sent to the patron.
- Additionally the WebTrac Confirmation Screen provides a click-able link to the document so patrons can print it at that time or save it.
Note: Receipt documents do not preview in RecTrac. If you're opting to Preview Receipts then the receipt and any waivers will preview but the receipt document won't. This is because RecTrac has no way of telling your browser what file type you're using for the receipt document (.pdf .jpg .docx .txt etc.). So if you're only previewing receipts then your best recourse for printing the receipt document at a later date is to use the Receipt Reprint program as noted above.
WebTrac - Whether receipt documents preview in WebTrac is dependent upon the file type and the browser being used. For best results Vermont Systems recommends using .pdf or .jpg file types for receipt documents in WebTrac. These file types always preview regardless of the browser being used. Your patrons will experience mixed results if you use other file types.
Receipt Image (RNRENTALITEM_ReceiptImage)
Enter the file name of the image to associate with this Rental Item when it has been reserved, or click on the File Upload icon to select the image via Windows Explorer. The image will print next to the Rental Item Code on the receipt.
Note: The rental receipt image MUST be in .jpg file format and cannot contain spaces in the file name. For example: 'Mountain_Bike.jpg' will work but 'Mountain Bike.jpg' will not. VSI recommends using .jpg files that are 30kb or smaller. This will keep receipt file size and generating time to a minimum.
Show Last Day As Booked? (RNRENTALITEM_ShowLastDayAsBooked)
Determine whether you wish to have this item displayed as booked" on the last day of its rental.
When selected this item will display as booked on reports and inquiries.
For Example: You rent canoes by the day with a return time of 5:00pm. You would select this option so the canoe shows as "booked" for the entire day when you rent it whether the reservation is for one (1) day only or for multiple days.
When de-selected this item will show as 'available' on the last day of its rental.
For Example: You rent campsites. Check-in time starts at 3:00pm and check out time is 11:00am the next day. You would NOT select this option for campsites because when a renter checks out at 11:00am the campsite will be available for check-in by the next renter at 3:00pm of the same day.
Note: This option overrides the 'Show Rentals as Full Day in Inquiries' on Rental Class Update if the two are in opposition to each other.
Ready For CheckIn? (RNRENTALITEM_ReadyForCheckIn)
This field is applicable only if the Rental Class to which this item belongs is setup to use the Use "Ready for Check In" Procedures.
If the Rental Class to which this item is linked has the Use "Ready for Check In" Procedure option selected then select this optionas soon as this item has been inspected and is ready/available to be rented again.
Enabling this option means the item may be rented again. If you use "Ready for Checkin" on the Rental Class to which this item belongs then this item will remain in In Use status until this option is enabled.
For Example: You rent mountain bikes (Class=MNTBK). When mountain bikes are returned each bike must be washed dried and fully inspected (air in the tires chain oiled etc…) before it can go out again. When the item has been inspected and maintenance performed you will select this option thus signifying the item may be rented again.
Note: When using "Ready for Check In rental items will carry a status of In Use after they have been returned until such time as the Ready for Check In option is enabled on the item. Using the Mountain Bike example above, if your equipment technician inspected a mountain bike upon its return but failed to enabled the Ready for Check In option for that bike in RecTrac, then that bike would show as In Use even though it is physically ready to be rented again.
Gross Revenue (RNRENTALITEM_GrossRevenue)
You will not visit this field.
This field displays the total gross revenue for this rental item. Generally speaking Gross Revenue - Expenses = Net Revenue.
DeleteExpenses (RNRENTALITEM_Expenses)
You will not visit this field.
This field displays all expenses linked to this rental item. Generally speaking Gross Revenue - Expenses = Net Revenue.
DeleteMax Occupancy (RNRentalItem_MaxOccupancy)
Enter a value in this field, if desired. The value you enter represents the maximum number of daily counts allowed for this item. When used in conjunction with a Rule using Custom Criteria: Maximum Rental Visits per Day, the system will keep a running count of occupancy for this item. The running count refreshes daily. In the event this threshold value is surpassed over the course of a day, the rule will be invoked and the system will use standard rule logic to warn, deny, or perform the proper rule override specified.
Generally speaking, this field and the subsequent Rule will be used for Campsite-type rental items where you want to limit the number of people who can check-in to a single campsite over the course of a day.
Notes: In the event this field is left at its default value (0) and you use a Rule with the Maximum Rental Visit per Day Custom Criteria the system will assume the threshold value is '8' when processing sales for this rental item.
This field serves no other purpose other than to work with the Rule and Custom Criteria discussed above. Unless doing so the system skips this field.
Fees
WildCard Cost Center (RNRentalItem_WildCardCostCenter)
Select a Cost Center if desired. Fees for this item will be linked to the Cost Center you enter here. The fees being charged for this item can be linked anywhere in fee hierarchy.
Note: Wildcarding of the Cost Center to the Cost Center entered here will occur only if the fee being processed is set to Wildcard Cost Center.
Cost Center hierarchy works as follows:
- If the Wildcard Cost Center? option in the Additional GL Settings group of Fee Update is enabled:
- The Cost Center (if any) linked in the Wildcard Cost Center field on the Fees tab of an item in File Management will be used.
- If no Wildcard Cost Center is linked on the Fees the system will use the Wildcard Cost Center listed on the User's Drawer profile.
- If the Wildcard Cost Center? option in the Additional GL Settings group of Fee Update is NOT enabled the system will use the Revenue Cost Center listed in the Core Settings group on the Fee itself.
- If none of the above no Cost Center will be used.
Fees (RNRentalItemUpdate_FeeDataGrid)
The Rental Item Update Fees DataGrid allows you to see all applicable fees linked to this Rental Item. Fees linked to the Rental Item, a Type, a Sub-type, the Category, its Rental Class, or to the Rental module will display here.
The Linked To column displays where Fees are linked. Only those Fees linked at the Rental Item level can be edited here. Fees linked elsewhere (any Fee linked at a higher level of hierarchy) appear on the DataGrid, but you cannot edit or remove them from this DataGrid. They appear grayed out."
By default the Rental Item Update Fees DataGrid displays where the Fee is linked the Linked Description the Fee Status Amount Order Billing Amount Default Quantity Description Fee Type Transaction Type (linked) Criteria Description (linked) Tax Table (linked) GL Code (linked) Cost Center Total Price Option Fee Required option Use Accrual option (linked) and Fee Group Code Your set up may vary.
See Also: RecTrac Fees for a detailed description of RecTrac fees setup information and examples.
Buttons on the fee grid…
Click Add and make a selection:
- Add Fee - You will continue to the Fee Detail screen where you may add or change a linked fee using basic options.
- Advanced Fee Add - You will continue to the Fee Update screen where you may add or change a linked fee using advanced options.
Note: Fee Default Record Permissions determine whether or not you receive a Default Record Add pop-up message upon clicking Add Fee and Default Fees by Module determine what default records populate the list.
If you receive the pop-up message asking whether you want to add a --New Blank Record-- then you have Permissions to add "regular" fee records and default fee records to your database. Expand the list and make a selection:
- If you have default fees you may opt to use them if desired.
- If you do not have default fees Vermont Systems recommends choosing --New Blank Record-- as it will create a new fee.
If you do not receive the pop-up you do not have Permissions to add default fee records to your database. You will be adding a new fee record only.
In the standard Vermont Systems design Fee Default Record Permissions are maintained on your Permissions profile • Default Record Permissions group. Default fees are maintained in Fee Management.
The default fees that populate the Drop-down list are maintained in your Rules and Fees profile.
Highlight/select a record click Change and make a selection:
- Change Fee - You will continue to the Fee Detail screen where you may change a linked fee using basic options.
- Advanced Fee Change - You will continue to the Fee Update screen where you may change a linked fee using advanced options.
Click Link Set and make a selection:
- Link Set as Template - You will continue to the Set Maintenance DataGrid where you may select a fee set template to link if desired. When linked as a template any fees in the set can be modified on a case by case basis but changes made to the set in Set Maintenance will not filter down.
- Link Set as Unchangeable - You will continue to the Set Maintenance DataGrid where you may select a fee set to link if desired. When linked as an unchangeable set fees in the set cannot be changed on this screen. However you can make changes to a set in Set Management and those will take effect immediately.
Highlight/select a record and click Delete to remove it from the fees linked to this DataGrid.
Highlight/select an existing record and click Clone to continue to the File Maintenance Clone program where you can clone fees.
Bulk Change is not available from this DataGrid.
Click Export Fees to continue to the File Maintenance Export screen where you can select records in the DataGrid to export. The export creates an XML file which can be viewed/saved from the Document Center.
The Export/Import process provides an easy way to move records between items in your RecTrac database or between separate RecTrac databases if necessary.
Click Import Fees to continue to the File Maintenance Import screen where you can select an XML file containing records you wish to import into this DataGrid.
The Export/Import process provides an easy way to move records between items in your database or between separate RecTrac databasesif necessary.
DeleteRules
Rules (RNRentalItemUpdate_RuleDataGrid)
The Rental Item Update Rules DataGrid allows you to see all applicable rules linked to this Rental Item. Rules linked to the Rental Item, a Type, a Sub-type, the Category, its Rental Class, or to the Rental module will display here.
The Linked To column displays where Rules are linked. Only those rules linked to the Rental Item can be edited here. Rules linked elsewhere (any Rule linked at a higher level of hierarchy) appear on the DataGrid, but you cannot edit or remove them from this DataGrid. They appear grayed out."
By default the Rental Item Update Rules DataGrid displays where the Rule is linked the Linked Description the Allow Option (check mark for allow 'x' for disallow) the Rule Description the Rule Status the Transaction Type the (linked) Rule Group the Rule Override Option the Parent Table and ID the Clone ID and the Record Type. Your set up may vary.
See Also: RecTrac Rules for a detailed description of RecTrac rulessetup information and examples.
Buttons on the rule grid…
Click Add and make a selection:
- Add Rule - You will continue to the Rule Detail screen where you may add or change a linked rule using basic options.
- Advanced Rule Add - You will continue to the Rule Update screen where you may add or change a linked rule using advanced options.
Note: Rule Default Record Permissions determine whether or not you receive a Default Record Add pop-up message upon clicking Add Rule and Default Rules by Module determine what default records populate the list.
If you receive the pop-up message asking whether you want to add a --New Blank Record-- then you have Permissions to add "regular" rule records and default rule records to your database. Expand the list and make a selection:
- If you have default rules you may opt to use them if desired.
- If you do not have default rules Vermont Systems recommends choosing --New Blank Record-- as it will create a new rule.
If you do not receive the pop-up you do not have Permissions to add default rule records to your database. You will be adding a new rule record only.
In the standard Vermont Systems design Rule Default Record Permissions are maintained on your Permissions profile • Default Record Permissions group. Default rules are maintained in Rule Management.
The default rules that populate the Drop-down list are maintained in your Rules and Fees profile.
Highlight/select a record click Change and make a selection:
- Change Rule - You will continue to the Rule Detail screen where you may change a linked rule using basic options.
- Advanced Rule Change - You will continue to the Rule Update screen where you may change a linked rule using advanced options.
Click Link Set and make a selection:
- Link Set as Template - You will continue to the Set Maintenance DataGrid where you may select a rule set template to link if desired. When linked as a template any rules in the set can be modified on a case by case basis but changes made to the set in Set Maintenance will not filter down.
- Link Set as Unchangeable - You will continue to the Set Maintenance DataGrid where you may select a rule set to link if desired. When linked as an unchangeable set rules in the set cannot be changed on this screen. However you can make changes to a set in Set Management and those will take effect immediately.
Highlight/select a record and click Delete to remove it from the rules linked to this DataGrid.
Highlight/select an existing record and click Clone to continue to the File Maintenance Clone program where you can clone rules.
Bulk Change is not available from this DataGrid.
Click Export Rules to continue to the File Maintenance Export screen where you can select records in the DataGrid to export. The export creates an XML file which can be viewed/saved from the Document Center.
The Export/Import process provides an easy way to move records between items in your RecTrac database or between separate RecTrac databases if necessary.
Click Import Rules to continue to the File Maintenance Import screen where you can select an XML file containing records you wish to import into this DataGrid.
The Export/Import process provides an easy way to move records between items in your database or between separate RecTrac databases if necessary.
DeleteQuestions
Questions (RNRENTALITEMUpdate_QuestionDataGrid)
The Rental Item Update Questions DataGrid allows you to see all applicable questions linked to this Rental Item. Questions linked to the Rental Item, a Type, a Sub-type, the Category, its Rental Class, or to the Rental module will display here.
The Linked To column displays where Questions are linked. Only those Questions linked at the Rental Item can be edited here. Questions linked elsewhere (any Question linked at a higher level of hierarchy) appear on the DataGrid, but you cannot edit or remove them from this DataGrid. They appear grayed out."
By default the Rental Item Update Questions DataGrid displays where the Question is linked the Linked Description the Parent Table and ID the Question Text Status Interface Type and Special Question Function if any. Your set up may vary.
See Also: RecTrac Questions for a full description RecTrac Questions set up information and examples.
Buttons on the DataGrid…
Click Link Individual Question to continue to the Question Text Management Screen where you may add or change a linked question.Click Apply Set as Template to continue to the Set Maintenance - Question Set DataGrid where you may select a question set to link as a template if desired. When linked as a template questions in the set can be modified on a case-by-case basis but changes made to the set in Set Management will not filter down.
Click Link Set to continue to the Set Maintenance - Question Set DataGrid where you may select a question Set to link if desired. When linked as a set questions in the set cannot be changed from this screen but any changes made to questions in the set in Set Management will take effect immediately.
Highlight/select a record and click Change to continue to the Question Text Management Screen where you can make changes.
Highlight/select a record and click Delete to remove it from the questions linked to this DataGrid.Highlight/select an existing record and click Clone to continue to the File Maintenance Clone program where you can clone questions.
Bulk Change is not available from this DataGrid.
Click Preview to continue to the Preview Questions screen where you may review all questions that are visible on the DataGrid.
DeleteEmail Features
Email Features (RNRentalItemUpdate_EmailFeaturesDataGrid)
The Email Features DataGrid allows you to see all applicable email notification criteria linked to this item. Email features/criteria dictate when an email will be sent (upon a purchase, upon a cancellation/return, etc.) and to whom it will go.
By default, the Email Features DataGrid displays the Transaction Type that will result in an email being sent, the Status, (linked) Feature Type, (linked) Feature List, whether to CC a Coordinator option (as applicable), Free Form Contacts, Staff Contacts, Override Text, and Features. Your set up may vary
Buttons on the DataGrid…
Click Add to continue to the Email Features Update Screen where you may add or change a linked email feature.
Highlight/select a record and click Change to continue to the Email Features Update Screen where you can make changes.
Highlight/select a record and click Delete to remove it from the item.
DeleteUPC
UPCs (RNRentalItemUpdate_UPCDataGrid)
The UPC DataGrid allows you to see all UPC codes linked to this Rental Item. UPCs can be printed as barcodes on labels. Labels can be scanned during the reservation and check-in/check-out process to select the rental item in lieu of having to enter the item manually or choose from a picklist.
The DataGrid displays the UPC Description, UPC Code, Parent ID, and Parent Table.
From the bottom of the DataGrid...
Click Add UPC to continue to the UPC Update screen where you may add a new UPC code for this Rental Item.
Highlight/select an existing record and click Change UPC to continue to the UPC Update screen where you may change information for the record in question.
Highlight/select an existing record and click Delete UPC to remove it from the Rental Item.
DeleteComments
Comment Code (RNRENTALITEM_CommentCode)
Click the Picklist icon to select the Comment Code, if any, that you wish to link to this Rental Item from the Comment Code Selection picklist. This comment will appear when this item is returned/the rental is completed, and it will print on customer receipts.
Comment Codes are maintained in Comment Code Management. Code Type = Rental Receipt.
DeleteCompleted Comment Text (RNRENTALITEM_CompletedCommentText)
Enter any additional comments that are specific to this Rental Item that you want to print on a receipt that is generated for this item when it is being returned/the rental completed. Text entered in this field will print in addition to the text from a linked Completed Comment Code, if any.
The text in this field will print regardless of whether a Completed Comment Code is linked.
Free form comments may consist of up to 30,000 characters. The right-hand side of the field contains a character counter.
DeleteStart Comment Text (RNRENTALITEM_StartCommentText)
Enter any additional comments that are specific to this Rental Item that you want to print on a receipt that is generated for this item when it is being reserved/the rental started. Text entered in this field will print in addition to the text from a linked Start Comment Code, if any.
The text in this field will print regardless of whether a Start Comment Code is linked.
Free form comments may consist of up to 30,000 characters. The right-hand side of the field contains a character counter.
DeleteTickler Code (RNRENTALITEM_TicklerCode)
Click the Picklist icon to select the Tickler Code you wish to link to this Rental Item, if any.
Tickler Codes display during Daily Processing to relay information to the Clerk processing the transaction.
For Example: Minors must be accompanied by an Adult when renting this item."
Tickler Codes are maintained in Comment Code Management. Code Type = Tickler Comment.
Note: Pop-up messages in RecTrac such as ticklers can be formatted using HTML. Basic knowledge of HTML allows you to customize ticklers and other pop-up messages through use of:
- Carriage returns/paragraphing and breaks (<p> </p> <br />)
- Font effects such as:
- Bold type (<strong>This text will be bold.</strong>)
- Italicized type (<em>This text will be italicized.</em>)
- Colors (<span style="color:HEX code">This text will be in red.</span>)
-
Click-able Hyperlinks
- Email (<a href="mailto:emailaddress@domain.com?subject="Email from RecTrac popup messages" style="color:#0000FF;">Email Me</a>)
- Images (<a href="http://your_server/folder/picture.jpg" target="_blank" style="color:#0000FF;">Click here to see the image</a>)
- External Websites (<a href="http://somewebsite.com" target=_blank" style="color:#0000FF;">Go to this website</a>)
- Embedded images (<img src="http://your_public_facing_server/folder/picture.jpg" width="" height=""/>)
- etc…
Insert the <HTML tags> along with your text.
For example entering something like this: "<p>This is a tickler.><br /><span style="color:#FF0000;">This is the same tickler using red text.</span></p>"
Would create a tickler that displays like this:
"This is a tickler.
This is the same tickler using red text."
HTML formatting works with messages that display in RecTrac only. HTML formatting will not work for comment type fields that print on receipts and reports. The process used to render the .pdf simply prints whatever text it finds in the field so if you use HTML tags in a receipt comment for example you'll get the raw HTML on the receipt instead of your planned formatting.
Tickler Text Interface Type (RNRentalItem_TicklerTextInterfaceType)
This option is applicable to whatever you've entered in the Tickler Text field only.
Accept the default entry (All) or select another Interface type. The selection you make dictates where your free form tickler text will appear.
- All - The tickler text will show in both RecTrac and WebTrac.
- RecTrac - The ticket text will be displayed in RecTrac only.
- WebTrac - The ticker text will be displayed in WebTrac only.
Tickler Text (RNRENTALITEM_TicklerText)
Enter any additional tickler type comments that are specific to this Rental Item that you want a Clerk to see upon selecting it into the Shopping Cart, if any. Text entered in this field will print in addition to the text from a linked Comment Code, if any.
The text in this field will print regardless of whether a Tickler Code is linked.
Free form comments may consist of up to 30,000 characters. The right-hand side of the field contains a character counter.
Note: Pop-up messages in RecTrac such as ticklers can be formatted using HTML. Basic knowledge of HTML allows you to customize ticklers and other pop-up messages through use of:
- Carriage returns/paragraphing and breaks (<p> </p> <br />)
- Font effects such as:
- Bold type (<strong>This text will be bold.</strong>)
- Italicized type (<em>This text will be italicized.</em>)
- Colors (<span style="color:HEX code">This text will be in red.</span>)
-
Click-able Hyperlinks
- Email (<a href="mailto:emailaddress@domain.com?subject="Email from RecTrac popup messages" style="color:#0000FF;">Email Me</a>)
- Images (<a href="http://your_server/folder/picture.jpg" target="_blank" style="color:#0000FF;">Click here to see the image</a>)
- External Websites (<a href="http://somewebsite.com" target=_blank" style="color:#0000FF;">Go to this website</a>)
- Embedded images (<img src="http://your_public_facing_server/folder/picture.jpg" width="" height=""/>)
- etc…
Insert the <HTML tags> along with your text.
For example entering something like this: "<p>This is a tickler.><br /><span style="color:#FF0000;">This is the same tickler using red text.</span></p>"
Would create a tickler that displays like this:
"This is a tickler.
This is the same tickler using red text."
HTML formatting works with messages that display in RecTrac only. HTML formatting will not work for comment type fields that print on receipts and reports. The process used to render the .pdf simply prints whatever text it finds in the field so if you use HTML tags in a receipt comment for example you'll get the raw HTML on the receipt instead of your planned formatting.
Brochure Code (RNRentalItem_BrochureCode)
Click the Picklist icon to select the Brochure Code, if any, that you wish to link to this Rental Item from the Comment Code Selection picklist. This comment will print on the Brochure Generator report or on any Custom Brochure you may have purchased. Additionally, it will display on any WebTrac detail searches as well.
Note: If opting to use this field for your WebTrac detail searches then any HTML tags entered here (i.e. <strong>bold tags</strong> <em>italics tags</em> etc…) will be rendered accordingly when viewed in WebTrac.
Brochure Codes are maintained in Comment Code Management. Code Type = Rental Brochure.
DeleteBrochure Text (RNRentalItem_BrochureText)
Enter any additional comments that are specific to this rental item that you want to print on the Brochure or in WebTrac detail searches, if any. Text entered in this field will print in addition to the text from a linked Brochure Code, if any. The text in this field will print regardless of whether a Brochure Code is linked.
Free form comments may consist of up to 30,000 characters. The right-hand side of the field contains a character counter.
Note: If opting to use this field for your WebTrac detail searches then any HTML tags entered here (i.e. <strong>bold tags</strong> <em>italics tags</em> etc…) will be rendered accordingly when viewed in WebTrac.