Overview

The POSey system provides extensive support for rentals.__When inventory
items are designated as rental items, they are treated differently when rung
into the sale by the Cash Register.__There are several different types of
rental items, including fixed-rate single rental items, fixed-rate
multi-rental items, and time-based rental items.

When using fixed-rate single rental items, the system can automatically
determine if items are being returned late, and add a late fee to the
customer's tracking account.__A late item report is also available.

Rental items may be used for a variety of applications, including video
rental stores, tool rentals, and other rental businesses.__Time-based
rentals are perfect for pool halls or other enterprises where an hourly rate
is charged for an item or service.

Setup Requirements

Several steps must be taken to set up your POSey system to process rental
items.__First of all, the following line must appear in the POSEY.CFG file;

____RENTAL.ACTIVE=TRUE

The POSEY.CFG file may be edited with any text editor, such as the MS-DOS
EDIT program.

Next, you must enter the rental items into inventory using the Inventory
Entry/Edit program.__Then use the Rental Inventory Entry program to declare
them as rental items, and to specify the rental type and conditions.

Finally, if you are using fixed-rate single rental items, or time-base
rental items, you must program a Rental Return key on the Cash Register
keyboard or screen.__This key allows you to process rental returns.

Other special requirements may exist for specific rental types.__They are
described in the sections which follow.

Rental Types

Three distinct types of rental items are available with the POSey system.
Each has specific applications for use.__Special requirements may exist for
how each type is rented and returned.

Fixed-Rate Single Rental Items

Applications for fixed-rate single rental items would include video rental
stores, tool rental shops, or any other business where items are rented to
customers, and must be returned within a specified period of time.

Fixed-rate single rental items may only be rented to one person at a time.
If more than one of the same item is available for rental, you should enter
separate inventory items for each unit.__Serialized inventory may not be
used in conjunction with rental items.

When a fixed-rate single rental item is rented it is marked as "out", and
may not be rented again until the item is returned.

Customer tracking must be used in conjunction with fixed-rate single rental
items.__This allows the system to identify the customer and keep track of
the rental history.

The rate for fixed-rate single rental items is fixed at a set amount for the
period of the rental.__The rental price may be changed by using a Price
Level Shift key or doing a price override, however the rental price must be
charged at the time of the rental, and cannot be changed for special
conditions such as a late return.__The rental sale is recorded at the time
of rental ... NOT when the item is returned.

Charging Late Fees

Fixed-rate single rental items may include information to tell the POSey
system if the item is being returned late, so that late fees may automatically
be applied during the rental return process.__Note that the POSey late fee
feature is only available for this type of rentals.

To charge late fees, some additional configuration is required.__The following
POSEY.CFG options should be added;


RENTAL.CHARGELATEFEE=TRUE______' system adds late fees when returned late

This option tells the Register to note when items are returned late, and to
add a late fee to the customer's tracking account.__It also enables use of
the Rental Late Fee key.


RENTAL.RETURNTIME=2400_________' Cutoff time for late returns

This entry specifies the time of day before which items must be returned to
avoid incurring a late fee.__If this entry is not included in the POSEY.CFG
file, a default time of 2400 (midnight) will be used.

As an example of how the return time is used, assume that a rental item is
setup so that late fees are charged if it is not returned within one day.
Regardless of the time the rental occurred, the item is due back the next
day before the specified return time.__If the return time is 2000 (8:00 pm)
the item is late if it is return after 8:00 o'clock in the evening.


RENTAL.LATEMODE=0______________' 0=Flat rate late fee, 1=daily late fee

The specified late fee may be charged in one of two ways.__If you set the
late fee mode to zero, the system will charge a fixed late fee, regardless
of how many days late the item is returned.__If you set the mode to one,
the spedified late fee is assumed to be a daily late fee ... it will be
multiplied by the number of days late.__The default late fee mode is flat
rate.


RENTAL.LATEFEEDEPT=1234567_____' Late fee open department to charge

When late fees are added to a sale, they are posted to an Open Department
for sales reporting purposes.__The total amount of late fees may then be
seen on the Inventory X or Z reports.

If you do not specify another Open Department number using the
RENTAL.LATEFEEDEPT= entry in POSEY.CFG, the system will name this department
"LATEFEEDEPT".__The name or number you specify may be up to 20 alphanumeric
characters in length.

If the Open Department you specify as the Rental Late Fee department is not
already programmed into the system, it will automatically be created when the
first Rental Late Fee is rung up.

If necessary, you may use the Key Programming program to edit the late fee
open department.__This is done by assigning the open department to a Register
key (it need not be visible on a keymap).__This will allow you to change the
description of the open department, as well as the tax flags and link field,
and other information.

It will also be necessary to program a Rental Late Fee key on the Register
keyboard.__This is key function 89.__This key will be used as described below
to add late fees to a transaction.

Fixed-Rate Multi-rental Items

Fixed-rate multi-rental items would be used where an item or service can be
rented or used simultaneously by more than one person at a fixed rate.__An
example might be a ceramic studio where services and supplies are made
available for a specified amount of time for a set fee.

When a fixed-rate multi-rental item is rented, the rental charge is rung
into the sale immediately.__The same item may be rented as many times as you
like.__No rental return is required.

Time-Based Rental

Time-based rentals are commonly used by pool halls or other businesses where
a product or service is rented by the hour.__Each rental item may be rented
simultaneously to a number of customers.

Time-based rental items must be rung into a guest check.__This provides a way
for the Register to maintain information about the rental item until the
rental period is complete and the elapsed time and price can be calculated.

When the item is first rented, it is added to the transaction, but without
the price.__The item will flash on and off in the Register display (or it
may have a white background when viewed in a Windows 95 window).__The
flashing item is a continual reminder that the rental is active.__The guest
check may not be tendered until the rental item is returned.

When the item is returned, the elapsed time and rental price is calculated
and the amount is added to the transaction.

Rental Inventory Entry

Entering rental items is a two step process.__They must first be entered
into inventory using the Inventory Entry/Edit program just like any other
inventory item.__Be sure to enter an Item Description, Unit Cost, and Price
Level 0.__If rental item sales should report to a sub-department, enter the
sub-department number in the Link field.

Next use the Rental Inventory Entry program to finish setting up the rental
item.__The entry screen is shown below;

+--------------------------------------------------------------------------------+
||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
||+----------------------------| Rental Inventory |---------------------------+|||
|||___________________________________________________________________________||||
|||__Item Number: 33___________________Description: Pool Table________________||||
|||___________________________________________________________________________||||
||| Dept. Number: 4321________________________________________________________||||
|||___________________________________________________________________________||||
|||_______Status: 0 - [ IN ]_______First Date: 12/10/96___Last Date: 12/12/96 ||||
||| Times Rented:________3____________________________________________________||||
|||___________________________________+---------------------------------------||||
|||__Rental Type: 3 - [ Multi, Rate ] |__Min. Time:__0.50___Max. Time:__0.00__||||
|||___________________________________|_______________________________________||||
|||___________________________________|___Round to:__0.25____Type: 0 0 - Up___||||
|||___________________________________|______________________________1 - Down ||||
|||___________________________________|__Manual Time Entry: N (Y/N)__2 - 4/5__||||
|||-----------------------------------+---------------------------------------||||
||| Number Days Before Late:1____________Late Fee Price Level:1_______________||||
|||---------------------------------------------------------------------------||||
|||___________________________________________________________________________||||
|||___________________________________________________________________________||||
|||___________________________________________________________________________||||
|||___________________________________________________________________________||||
||+---------------------------------------------------------------------------+|||
||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
|F1úScn Hlp F2úFld Hlp F3úClr Scn F4úClr Fld F5úIndex1 F6úSelect F9úDel F10úSave |
+--------------------------------------------------------------------------------+

This entry screen should be completed for each rental item.__Enter the Item
Number and hit ENTER.__If the item is found, the Item Description and
Department Number will be filled in automatically, and the cursor will move
to the Status field.__If the item is not already in inventory, you should
use the Inventory Entry/Edit program to add it.

You should not edit the Status field.__It currently may be set to 0 or 1.
0 means the item is "IN" and 1 means the item is "OUT".__Altering this field
will cause the Register to return the wrong status for the item.

First Date is the date the item was first rented.__If you recall a rental item
and clear the First Date field (using the F4 key), the system will set it
again the first time the item is rented again.

Last Date is the date the Item was last rented.__This date is updated by
the register program each time the item is rented.

Times Rented is the number of times the item has been rented.__Note: If you
use a multipler on the item when it is rented, the system will count it as
that many rentals.

If the rental item is a fixed-rate single rental, the bottom portion of the
screen displays a record of up to four of the last rentals.__The number on
the left is the Customer Track number.__The other information is the Out and
In Date and Time of the rental.__The In Date and Time will not display if
the item is still rented.

Special Fields for Time-Base Rentals

The framed section of the entry screen at the lower right are fields which
are only used by time-based rentals.

You may specify the minimum and maximum amount of time for the rental.
If you enter a minimum time, the Register will charge for that amount of
time even if the elapsed time for the rental is less.__If this field is
blank or zero, the minimum time will be ignored.__If you enter a maximum
time, the Register will not charge for additional elapsed time.__Leave this
field blank or zero if there is no maximum time.

In the "Round to" field, you should specify a portion of an hour for
rounding purposes.__For instance, if you want to round the elapsed time to
the nearest 6 minute interval, enter "0.1" as the amount.__You may select
the method of rounding to use.__The result of the elapsed time rounding may
be rounded up, down, or to the nearest rounding interval (values below .5
are rounded down).

Normally, for hourly rate rentals, the Register will automatically get the
date and time for rentals and rental returns from the system clock.__However,
if you would like to manually enter the time in and time out for these rental
items, enter a "Y" in the manual time entry field.

Special Fields for Fixed-Rate Single Rentals

Two additional fields must be filled in if you are using fixed-rate single
rental items, and if you wish to process late fees.

The "Number Days Before Late" field tells the Register how many days this
item may be rented before incurring a late fee.__For example, if you set this
to '1' day, the item must be returned before the return time on the next day.
The return time used to determine if an item is late is specified in the
POSEY.CFG file.

The "Late Fee Price Level" fee tells the Register which Price Level in the
item inventory record should be used as a late fee amount.__The price levels
available are numbered 0 through 4.__Price level 0 is the normal rental price
for the item, so this price level would not normally be specified for the
late fee amount.__The price level amounts are entered using the Inventory
Entry/Edit program.

Daily Operations

Renting An Item

To rent a rental item, enter the PLU number and press the PLU key, or Scan
the PLU number with a barcode reader, or press the Preset key for the item.
(In other words, sell like any other item).__The Register will check if the
item is a rental or not and act on it properly.

For hourly rate rental items, you must use guest checks when entering the
sale.__The guest check provides a way for the Register to maintain information
about the rental item until the rental period is complete and the elapsed
time and price can be calculated.

Before the rental of a fixed-rate single rental item can be finalized, you
will need to identify a Customer Tracking Account.

Finalize the transaction as normal. The register will update the status of
the rental items automatically.

Rental Return

From the Register, press the Rental Return key. The register will display a
Rental Return window over the receipt area of the screen.
____________________
At this point the register will react to a number of Register key types
which would be useful in allowing you to select the rental item to return.
Scan the item, enter the PLU, or hit the PRESET key of the items to return.
The register will only allow the return of OUT rental items.

To exit the rental return mode, press the Rental Return Key again. The
Rental Return window will disappear and the register will return to normal
operation.

If the system is set up to process late fees for fixed-rate single rental
items, the rental period will be calculated to see if the item is being
returned late.__If it is late, a message will appear in the Rental Return
box, and the amount of late fee charged is displayed.__The late fee is added
to any other late fees which might already be due, and is saved in the
customer tracking record.__Customer late fees may be charged to the customer
at any time by using the Rental Late Fee key.

Note that fixed-rate multi-rental items do not need to be "returned".

Charging Late Fees

If the system is configured to charge late fees, all items are checked
during the Rental Return process to see if late fees are due.__The total late
fees owed by a customer is saved in his customer tracking account.__Note that
late fees are not charged to a house account.

Each time a customer is identified using the Customer Track key, the Register
checks to see if late fees are due.__If any are found, the message, ":FEE" will
be displayed following the customer's name in the Register message window.
This will alert the clerk that this customer has late fees due, so that they
may be added to the current sale, if desired.

To charge the customer for the late fees, you should add the late fee amounts
to the transaction using the Rental Late Fees key.__When this key is pushed,
a selection box will be displayed showing all late fees which are due, along
with a description of the rental item for which the fee was incurred, and the
date and times of the rental and return.

Any or all of the late fee entries may be selected.__When the Accept key is
pushed, all highlighted late fees will be rung into the current transaction
as an Open Department sale.__A memo line will be attached to each late fee
showing the name of the rental item.__Once rung into the transaction, the
sale may be tendered as usual.__If late fees are selected by mistake, simply
void them from the transaction before tendering the sale.

Rental Item Inquiry

You may do an inquiry of a rental item at the Register.__Hit the Inquiry
key, and then hit the Rental Return key.__The system will prompt you to
enter the name or partial description for the item you want.__The characters
you enter will be used as a search key when recalling rental items for
display.__After entering the search key, hit the Rental Return key again.

A window will open on the Register screen with a list of rental items
beginning with the search key you provided.__The item number, description,
and rental status will be shown for each item.__You may hit Escape to exit
at this point, or you may select an item from the list to ring into the
sale.

If you are using late fee processing, you may also do an inquiry of a
customer tracking account to determine if any late fees are due.__Or you
can simply hit the Rental Late Fee key after the customer has been identified.
If any late fees are due, they will be displayed.

Purging Rental Detail Records

An activity history is maintained for Fixed-rate single rental items.__This
allows the system to show you the last four rentals for the item.__It may
become necessary to purge some of the records from the rental detail file
from time to time, especially for high-volume rental businesses.

The detail rental records can be purged by using the F7 key.__You will be
asked for a cutoff date.__Any detail records for items returned before or on
this cutoff date will be removed from the system.

Note that this operation affects rental detail records for all items, not
just the currently displayed rental item.

Printing A Late Report

The activity history for Fixed-rate single rental items displays the latest
rental record at the top of its list.__This entry will say "Currently Rented"
if the item is presently out to a customer.__The item can't be rented by
other customers until it's returned.

Press the F8 key for a listing of currently rented items that went out within
a specified date range.__This list will give the customer name and phone
numbers, item description, and date rented for every item currently rented.
If the customer's C/T record has been deleted, their number will print in the
NAME column and N/A will print in the phone number columns.__If the inventory
item's record has been deleted, the item number will replace the item
description.