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File Maintenance provides Password projected access to Item, Customer and Transaction records as well as Store Totals, Register, Next Number and Vendor files.  Store totals (Rental, Sales, Damage Waiver, etc.) are stored daily for up to 20 years and can be instantly accessed for a specific day or summed for any period.

Cash Customer Record

The cash rental customer record includes the customer: Name, address, driver license number, driver license expiration date, birth date, social security number, employer, e-mail address and up to five telephone numbers. The customer can be accessed via their key, name, driver license number or any of the five telephone numbers. Notes can be entered. The image of the customer’s driver license can be stored in the record. A click on the Map It button will provide driving directions and a map between your store and the customer’s location.

Account Customer Record

The account customer record includes the name of the account, two address lines, city, state and nine digit Zip, e-mail address and up to five telephone numbers. Customer specific information can be entered in the Notes area. The Account, Authorized and Calls tabs store additional information and/or account parameters including: A separate “bill to:” address, Sales Tax options, Force on Open for P.O. Number and Job Name/Number, contract format, finance charge parameters, damage waiver parameters, statement options and even two user defined fields. The Authorized tab stores individual employees that are authorized to use the account. The Calls tab stores dunning call information which can be printed to a laser printer. 

 

Item Record

Like the Customer record, all fields for the Item record are displayed and entered on one screen. There are 13 item types such as rental item, sale item, hour meter rental item, usage item. Inventory can be categorized into an unlimited number of categories for income reporting, look-up and analysis purposes.

For rental items up to ten time periods and ten rates can be defined in a table. Rates not exactly matching a particular time period are interpolated using any of five different rental methods. Sell price, retail list price, suggested deposit, up to three discounts that interface with discount levels defined in the customer record, type of item, category, default rate code, damage waiver percentage, manufacturer, model number, model year, serial number, part number and bin location can be defined.

Seven tabs labeled Notes, Print Out, Income, Asset, Maintenance, Option and Vendor that store additional information. For example, the Asset tab has fields for serial number, purchase price, purchase date, license tag number, G/L asset account number, depreciated value, depreciation accrued, number of years to depreciate, salvage value and type of depreciation selected for this item from the six available types.

In the Maintenance tab up to four preventative maintenance periods can be defined based on hours out, meter hours run, times out and others. The Vendor tab stores vendor, purchase date and quantities among other items that import from the Purchase Order program. The record contains many other fields and stores extensive history including monthly income summed yearly for up to 20 years!