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See Also: Invoice Setup - Sub Types
Renew rentals is the ability to create rental work orders and invoices that roll over into the next period after creating an Accounts Receivable invoice for the current billing period. This feature makes dealing with long-term rentals more manageable. The Renew Rentals report is used to accomplish this task. For this feature to work, System Five needs to be able to identify the work orders and invoices that are being used for this purpose. To do this, an an invoice sub-type must be identified and assigned to these work orders and invoices.
The setup of the invoice sub-types does not have to be completed prior to entering the sub-type value, but it must be completed before work orders and invoices can be setup for renewal. The Renew rental sub-type setup is shown in Figure 1.
Figure 1: The Rolling Rental Sub Type setup
In the example shown in Figure 1, the letter 'R' has been entered as the renew rentals sub-type. When creating an invoice or work order for long term rentals, this sub-type can be selected from the Invoice F5 tab.
By default, non-rental items will also be renewed when creating new work orders and invoices. For regular inventory items, this means they will be sold and ultimately removed from stock each time the invoice is renewed. When Renew rental items only is checked, all items remain on the completed Accounts Receivable invoice, but non-rental parts or charges will not be carried over to the next work order or invoice. This feature allows you to modify the work orders to include special charges or additional purchases on a one time basis, prior to running the Renew Rentals report. This setting is shown in Figure 2.
Figure 2: The Renew rental items only check box
If the Renew rental items only check box is left clear, there will be an addition setting in the Renew Rentals report settings tab for handling out of stock items.