Create Menu - Agreement - Collection
This page describes the 'Collection' function on the
Create menu in the Agreement record window. If you are using iOS or Android, the 'Collection' function is on the + menu.
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When a Rental Reservation comes to an end, the Customer can return the Items that they have on rental to you, or you can go to the Customer's premises and collect the Items. As the End Date approaches, you can create a Collection record from the Agreement or from the Rental Reservation to act as a scheduling device to help you plan the collecting of Items, and you can also print Collection documents and send them to the Customer as a notification and a reminder of the Items that they need to return. From a Collection record, you can register fees for the Collection as necessary and charge them to the Agreement.
The Status of an Agreement must be Active and it must have been marked as OK and saved for you to be able to create Collection records from it. If an "Agreement not Valid" message appears when you try to create a Collection record, it will be because one or both of these conditions are not met. Collection records will not be created if an Agreement does not have any connected Reservations or if it has no connected Items Out records that you have marked as Sent.
You can create Collection records using the following methods:
- You can create a Collection record from a Rental Reservation. Open the Reservation in a record window and select 'Collection' from the Create menu (Windows/macOS) or + menu (iOS/Android). This method is described here.
- You can create Collection records from an Agreement. This method allows you to create Collection records for more than one Reservation and is described below.
- You can use the 'Generate Collections' Maintenance function to create Collection records from more than one Agreement. This function is described here.
One difference between methods 2 and 3 is that the second method will create a Collection record from a Reservation that does not have an End Date, using the assumption that the End Date is to be the current date. The third method will not create a Collection record from a Reservation that does not have an End Date.
If you need to create a Collection record from an Agreement, first open the Agreement in a record window and then select 'Collection' from the Create menu (Windows/macOS) or + menu (iOS/Android). The following window will appear, where you can specify the Rental Reservations that will be included in the new Collection record(s):
- Collection Date
- Paste Special
Choose date
- Specify the date when the Customer will return the Rental Items in the Rental Reservations that are connected to the Agreement. If you do not specify a date, the current date will be used.
- The date that you specify here will be used as the Transaction Date in the Collection records that will be created when you press the [Run] button, provided you have not selected the Set Collection Date to Each Reservations End Date option below.
- All With End Dates Until
- Paste Special
Choose date
- If the Customer will return more than one Rental Item on different dates, you will have created separate Rental Reservations for each Rental Item with End Dates as appropriate. This field allows you to create Collection records only for the Reservations that are most urgent: Collection records will not be created for Reservations with End Dates that are later than the date that you specify here. If you do not specify a date, the current date will be used i.e. Collection records will only be created for Rental Reservations ending on the current date (and for Rental Reservations in which the End Date is blank).
- Set Collection Date to Each Reservations End Date
- Select this option if you need the Transaction Date in each Collection record to be set to the End Date in the originating Rental Reservation (the current date will be used if the End Date in a Rental Reservation is blank). Otherwise, the Transaction Date will be the Collection Date that you specify in the field above. If you have selected this option, the Collection Date specified above will also be used if it is later than the End Date in a Rental Reservation (in practice this will usually mean that the Items In Date will be used if the End Date in a Rental Reservation is in the past).
When you press the [Run] button, a separate Collection record will be created for each Customer/Delivery Address/Location combination used in the connected Rental Reservations. If you selected the
Set Collection Date to Each Reservations End Date option, separate Collection records will be created for each End Date, otherwise each new record will be dated using the specified Collection Date or the current date. The new Collection record will not be opened for checking, so you will need to locate them in the Collection register and open them to print them and to mark them as OK when appropriate.
Please refer here for more details about Collection records.
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The Agreement register in Standard ERP:
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