In a pay-up-front rental process, any equipment exchanges or upgrades that require additional money must first be dealt with at the cashier before the rental tech can attach the new equipment. This is because the Salesware Rentals module prevents attaching a piece of equipment to a Rental form that does not match the rental package originally purchased.

 

Note: There are settings that can be activated in RentEZ application to allow “crossovers” (changes in the equipment type) and “upgrades” (changes in the equipment type). Both activities are password controlled.

 

One of the easiest ways to handle exchanges is to sell a positive 1 quantity of the new rental product and a negative 1 quantity of the original rental product in the same sale. If it is necessary to keep the same due date for multi-day rentals, both the new item and the original item has their line item dates set back to the start date of the original rental purchase. Enter the required guest information and Finalize the sale. This creates a new Rental form barcode that can be used at the tech station for the upgraded/exchanged equipment and also charges the guest the difference in price between the two rental products.

To prevent guests from having to go to the cashier for exchanges that involve different equipment types, but no additional money (such as skis for a snowboard), consider configuring rental package items to include all possible components (see Pay-up-front: Minimizing rental package item configuration).

Late fees are typically collected after the guest has returned the equipment, so it isn’t necessary to create a new Rental form for the extended rental dates, although this does not hurt anything. To collect the late fees, sell a positive quantity of the product that has been purchased and a negative quantity of the item that was originally purchased. Again, it is possible to set the start date of both items to the original rental date in order to keep the due dates correct. Enter the required guest information and Finalize the sale to collect the additional money due from the guest.