Contract Modify: Difference between revisions
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Latest revision as of 11:39, 18 September 2024
Location
COUNTER > Contract Processing
Purpose
The Modify a Contract selection should be used to make any changes to an open, closed, or posted contract. This would include extending the due back date and changing payment records.
Fields
Contract Status – You can choose to search for contracts with a certain status. Choose a specific status in the list box, or use the Shift and Control keys to select more than one. The default is Open Contracts.
Search By – You may search for contracts by RA Number, Renter's Name, Unit Number, Company, VIN, License, or Reference #. When you click on Search, all of the contracts meeting your criteria will appear in the browser.
Buttons
Edit - Modify the existing - and high-lighted - contract. You may also just double-click on the high-lighted contract.
Notes - View the Notes on this contract.
Print - Print the Contract. If you have set up other currencies, you can chose the desired currency to print. If you have set up other language translations, you can chose the desired language to print. If you enter an email address for the renter, an output destination of 'Email Renter' will appear on the drop-down menu.
Void - This will void the contract. If the contract was On Rent, the vehicle will automatically be made Available. NOTE: All deposits and payments must be manually reversed before the contract can be voided.
Modify an Open Contract
Typical changes that would be made through with Contract Modify are:
- Rental extensions: to extend a rental, simply change the due back date on the Summary tab. Check that you have enough deposit authorized when extending a rental by comparing the amount of the original deposit with the new estimated charges. If an additional deposit is required, go to the Charges/Payments tab. Click on New and use the drop-down menu to select Deposit.
- Changes to coverages or rate: go to the Charges/Payment tab, highlight the line in the browser for the item you wish to change. Click on Edit, and the details will appear in the lower half of the screen. After you make any changes, click on Save. Note:
- Taking additional deposits: go to the Charges/Payment tab. Click on New and use the drop-down menu to select Deposit.
Modify a Closed Contract
- Contract Adjustments: as long as the contract has not been posted, you can make changes to any rates, charges, and non-drafted payments. Note however that the system will record the revenue from the miscellaneous charge on the date and time it was entered. It will then report it on the DBR based on the location that added the charge. If this needs to be adjusted, use the DBR icon to update the Reporting Date, Time, and Location.
Modify a Posted Contract
- Contract Adjustments: to add a miscellaneous charge such as damage or parking ticket, go to the Charges/Payment tab. Click on New and use the drop-down menu to select Charge. Tab to the next field and select Misc. Charge. Tab to the next field to select the desired item. The details will appear in the lower half of the screen. Enter or change amounts as needed. Click on Save. You must then enter a new payment to balance the miscellaneous charge code. If you don't, you will throw your Daily Business Report (DBR) out of balance.
- Refund: add a miscellaneous charge with a negative amount. This would also have to be balanced by a negative payment record.
NOTE: do not use this program for exchanging vehicles. There is a separate function for doing this.
Additional information can be entered from the tabs and icons described below.
Tab & Icon Descriptions
