Order Processing - Revision history

Benoit at 16:08, 2 November 2021

2021-11-02T16:08:31Z

← Older revision		Revision as of 09:08, 2 November 2021
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	Order Processing is generally handled by the Rental Desk (i.e. Sales).		Order Processing is generally handled by the Rental Desk (i.e. Sales).

			[[File:Order Processing Details.jpg\|frame\|center]]

	== Converting Quote to Order ==		== Converting Quote to Order ==

Benoit at 12:11, 1 October 2021

2021-10-01T12:11:16Z

Show changes

Benoit at 16:02, 21 October 2020

2020-10-21T16:02:36Z

← Older revision		Revision as of 09:02, 21 October 2020
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	* Put the forms on a clipboard or document holder		* Put the forms on a clipboard or document holder
	* Put the clipboard/hanger on the PREP column.		* Put the clipboard/hanger on the PREP column.


			Next step is to process the [[Order Fulfillment \| Fullfilment]]

Benoit at 15:05, 14 November 2019

2019-11-14T15:05:17Z

← Older revision		Revision as of 08:05, 14 November 2019
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	== Collecting Paperwork ==		== Collecting Paperwork ==
	There are ~~three~~ documents we need to collect before a rental can proceed:		There are four documents we need to collect before a rental can proceed:
	* Rental Agreement ~~& Client Information~~		* Client/Project Information
			* Rental Agreement
	* Credit Card Authorization		* Credit Card Authorization
	* Certificate of Insurance (COI)		* Certificate of Insurance (COI)

	=== ~~Rental Agreement &~~ Client ~~information Form~~===		=== Client Information ===
	~~The rental agreement is the most important document as it is a legally binding agreement which protects our interests and is required by the insurance company should there be a claim.~~

	To highlight the importance: We rented a generator truck to a production (that we subrented from a supplier). The truck driven by our customer’s employee was involved in an accident. The truck repairs were $11,000 and it took 12 weeks to finish. Those 12 weeks were considered “rental” and were an additional $16,000. If we did not have a rental contract with our client, JML would have been responsible for shelling out over $25,000. That kind of bill can bankrupt a company.

	We are using JotForm to collect the information and signature and it can all be done electronically. Once a form is filled-out, it is emailed back to us so we can complete the client information.		We are using JotForm to collect the information and signature and it can all be done electronically. Once a form is filled-out, it is emailed back to us so we can complete the client information.

	We have two variants of the form: Commercial project and Student Projects.		We have two variants of the form: Commercial project and Student Projects.

	~~Once the form is returns, the~~ CurrentRMS client record should be updated with the Addresses & telephone numbers.		The CurrentRMS client record should be updated with the Addresses & telephone numbers.
	~~In addition, the rental record should be updated so the "Contract" Field is checked~~.

	=== Commercial Projects ===		==== Commercial Projects ====
	The Client information form ([https://form.jotform.com/~~92780445999174~~ link]) allows us to identify the commercial entity that is renting the equipment along with their business address and principal owners. This information should be used to update the Organization record in CurrentRMS.		The Client information form ([https://form.jotform.com/92944304556159 link]) allows us to identify the commercial entity that is renting the equipment along with their business address and principal owners. This information should be used to update the Organization record in CurrentRMS.

	A link to the form is available online at jmlrental.com/forms under Rental Contract.		A link to the form is available online at jmlrental.com/forms under Rental Contract.

	=== Student Rental ===		==== Student Rental ====
	Every student rental should have a filled-out project information sheet ([https://form.jotform.com/92736575880168 link]) that identifies the principal roles of the production in addition to explicitly spelling out who is renting the equipment.		Every student rental should have a filled-out project information sheet ([https://form.jotform.com/92736575880168 link]) that identifies the principal roles of the production in addition to explicitly spelling out who is renting the equipment.

	A link to the form is available online at jmlrental.com/forms (note that it’s the “SCAD Students” form, not the regular rental contract.		A link to the form is available online at jmlrental.com/forms (note that it’s the “SCAD Students” form, not the regular rental contract.

			=== Rental Agreement ===
			The rental agreement is the most important document as it is a legally binding agreement which protects our interests and is required by the insurance company should there be a claim.

			To highlight the importance: We rented a generator truck to a production (that we subrented from a supplier). The truck driven by our customer’s employee was involved in an accident. The truck repairs were $11,000 and it took 12 weeks to finish. Those 12 weeks were considered “rental” and were an additional $16,000. If we did not have a rental contract with our client, JML would have been responsible for shelling out over $25,000. That kind of bill can bankrupt a company.

			We use Adobe Sign to provide an electronic form that can be filled out form a phone, tablet or computer. Once the form is filled out, we get an email with it.
			The rental record should be updated so the "Contract" Field is checked.

	=== Credit Card Authorization ===		=== Credit Card Authorization ===
	The CCA is ~~a simple~~ form ([https://~~www~~.~~jmlrental~~.com/~~wp-content/uploads/2018/09~~/~~CC-Auth.pdf~~ link]) ~~we keep on file and is really just an insurance policy against a chargeback dispute or in case there~~ are ~~damages to equipment and we need~~ to ~~charge for it~~.		The CCA is another electronic form using Adobe Sign ([https://jmlrental.na2.documents.adobe.com/public/esignWidget?wid=CBFCIBAA3AAABLblqZhC9dVDwktuBY7_8iodhlmvAQOxHe1gDpLlu6hQohIvtxSj82hTApNqzTDAwMiniYyE* link]). In the final PDF generated, the sensitive fields (Credit Card number, address, CCV) are replaced by asterisks to be compliant with PCI regulations.

	~~We send~~ an ~~email with an electronic version of the file (via Adobe Sign) which the client fills out~~ and ~~sign. In the final PDF generated, the sensitive fields (Credit Card number, address, CCV) are replaced by asterisks~~.		It is just an insurance policy against a chargeback dispute or in case there are damages to equipment and we need to charge for it.

	One has to go to the Adobe Sign dashboard to retrieve the Credit Card information.		One has to go to the Adobe Sign dashboard to retrieve the Credit Card information.

Benoit at 18:49, 29 October 2019

2019-10-29T18:49:07Z

← Older revision		Revision as of 11:49, 29 October 2019
Line 24:		Line 24:

	== Collecting Paperwork ==		== Collecting Paperwork ==
	There are ~~four~~ documents we need to collect before a rental can proceed:		There are three documents we need to collect before a rental can proceed:
	* Rental Agreement		* Rental Agreement & Client Information
	* Client Information ~~(project info for Students)~~
	* Credit Card Authorization		* Credit Card Authorization
	* Certificate of Insurance (COI)		* Certificate of Insurance (COI)

	=== Rental Agreement ===		=== Rental Agreement & Client information Form===
	The rental agreement ~~([https://www.jmlrental.com/wp-content/uploads/2019/02/JML-Productions-Rental-Packet.pdf link])~~ is the most important document as it is a legally binding agreement which protects our interests and is required by the insurance company should there be a claim.		The rental agreement is the most important document as it is a legally binding agreement which protects our interests and is required by the insurance company should there be a claim.

	To highlight the importance: We rented a generator truck to a production (that we subrented from a supplier). The truck driven by our customer’s employee was involved in an accident. The truck repairs were $11,000 and it took 12 weeks to finish. Those 12 weeks were considered “rental” and were an additional $16,000. If we did not have a rental contract with our client, JML would have been responsible for shelling out over $25,000. That kind of bill can bankrupt a company.		To highlight the importance: We rented a generator truck to a production (that we subrented from a supplier). The truck driven by our customer’s employee was involved in an accident. The truck repairs were $11,000 and it took 12 weeks to finish. Those 12 weeks were considered “rental” and were an additional $16,000. If we did not have a rental contract with our client, JML would have been responsible for shelling out over $25,000. That kind of bill can bankrupt a company.

	~~Commercial companies~~ can ~~fill one rental agreement that we keep it on file and~~ it is ~~valid for multiple rentals~~.		We are using JotForm to collect the information and signature and it can all be done electronically. Once a form is filled-out, it is emailed back to us so we can complete the client information.

	Student ~~rentals should have a filled-out agreement for every rental~~.		We have two variants of the form: Commercial project and Student Projects.

	~~=== Client Information – Commercial Projects ===~~		Once the form is returns, the CurrentRMS client record should be updated with the Addresses & telephone numbers.
	~~The Client information~~ form ~~([https://www.jmlrental.com/wp-content/uploads/2019/02/JML-Productions-Rental-Packet.pdf link]) allows us to identify the commercial entity that~~ is ~~renting~~ the ~~equipment along~~ with ~~their business address and principal owners~~. ~~This information~~ should be ~~used to update~~ the ~~Organization record in CurrentRMS~~.		In addition, the rental record should be updated so the "Contract" Field is checked.

	~~A combined fillable~~ information ~~sheet and rental agreement PDF is available online at jmlrental~~.com/~~forms under Rental Contract~~.		=== Commercial Projects ===
			The Client information form ([https://form.jotform.com/92780445999174 link]) allows us to identify the commercial entity that is renting the equipment along with their business address and principal owners. This information should be used to update the Organization record in CurrentRMS.

	~~The client form and rental agreement should be uploaded~~ to the ~~client record in CurrentRMS~~.		A link to the form is available online at jmlrental.com/forms under Rental Contract.

	=== Student Rental ~~– Project Information~~ ===		=== Student Rental ===
	Every student rental should have a filled-out project information sheet ([https://~~www~~.~~jmlrental~~.com/~~wp-content/uploads/2019/02/Student_Rental_Packet.pdf~~ link]) that identifies the principal roles of the production in addition to explicitly spelling out who is renting the equipment.		Every student rental should have a filled-out project information sheet ([https://form.jotform.com/92736575880168 link]) that identifies the principal roles of the production in addition to explicitly spelling out who is renting the equipment.

	A ~~combined fillable information sheet and rental agreement PDF~~ is available online at jmlrental.com/forms (note that it’s the “SCAD Students” form, not the regular rental contract.		A link to the form is available online at jmlrental.com/forms (note that it’s the “SCAD Students” form, not the regular rental contract.

	~~The Project information and rental agreement should be uploaded to the Opportunity record in current RMS~~.

	=== Credit Card Authorization ===		=== Credit Card Authorization ===
	The CCA is a simple form ([https://www.jmlrental.com/wp-content/uploads/2018/09/CC-Auth.pdf link]) we keep on file and is really just an insurance policy against a chargeback dispute or in case there are damages to equipment and we need to charge for it.		The CCA is a simple form ([https://www.jmlrental.com/wp-content/uploads/2018/09/CC-Auth.pdf link]) we keep on file and is really just an insurance policy against a chargeback dispute or in case there are damages to equipment and we need to charge for it.

	~~The physical forms~~ should be ~~kept~~ in ~~a secure location as they contain sensitive~~ information.		We send an email with an electronic version of the file (via Adobe Sign) which the client fills out and sign. In the final PDF generated, the sensitive fields (Credit Card number, address, CCV) are replaced by asterisks.

			One has to go to the Adobe Sign dashboard to retrieve the Credit Card information.

			Once a CCA is returned, the CurrentRMS opportunity should be updated so the "CCA" field is checked.

			In addition, the CCA information should be entered in the Quickbooks client record (under preferred payment, select Credit Card and enter the credit card info, the switch payment method to Square). The reason for entering the CCA is to validate that the card number and information is correct.

	We ~~send an electronic version~~ of the ~~form via~~ Adobe Sign~~. These forms are password protected so that unauthorized access does not occur~~.		We DO NOT keep any copy of the credit card information on the company computer or in print-out format. This information should only be in Adobe Sign or in QuickBooks.

	=== Certificate of Insurance (COI) ===		=== Certificate of Insurance (COI) ===

Benoit at 18:11, 2 October 2019

2019-10-02T18:11:06Z

← Older revision		Revision as of 11:11, 2 October 2019
Line 1:		Line 1:
	[[Category: Rental Operations]]		[[Category: CurrentRMS]][[Category: Rental Operations]]

	Order Processing is generally handled by the Rental Desk (i.e. Sales).		Order Processing is generally handled by the Rental Desk (i.e. Sales).

Benoit: Created page with "Category: Rental Operations Order Processing is generally handled by the Rental Desk (i.e. Sales). == Converting Quote to Order == Once a potential client wants to proce..."

2019-09-12T12:38:14Z

Created page with "Category: Rental Operations Order Processing is generally handled by the Rental Desk (i.e. Sales). == Converting Quote to Order == Once a potential client wants to proce..."

New page

[[Category: Rental Operations]]

Order Processing is generally handled by the Rental Desk (i.e. Sales).

== Converting Quote to Order ==
Once a potential client wants to proceed with a Rental, we need to convert the Quote to an Order.

* Use the Convert to an order action on the right-hand side of the opportunity page to change the quote to an actual order.
* Update the opportunity with the actual Organization performing the rental (instead of the TEMP CUSTOMER placeholder).
* If the Organization does not yet exist, follow the steps on page 2-7 to create the new organization the update the opportunity.

Once an order is on the books, you can still modify it by adding or removing equipment, etc…

Being an order simply indicates that the customer has decided to go with us. It opens up the possibility of invoicing and checking out the equipment.

You can use the JML Order under Print to send an order to a client. The only difference is that instead of saying “Quote” in the header, is says “Order”.

Once the order is created, we need to do the following:
* Collect paperwork
* Issue an invoice
* Process payment
* Generate the checkout form for operations to prep the rental

== Collecting Paperwork ==
There are four documents we need to collect before a rental can proceed:
* Rental Agreement
* Client Information (project info for Students)
* Credit Card Authorization
* Certificate of Insurance (COI)

=== Rental Agreement ===
The rental agreement ([https://www.jmlrental.com/wp-content/uploads/2019/02/JML-Productions-Rental-Packet.pdf link]) is the most important document as it is a legally binding agreement which protects our interests and is required by the insurance company should there be a claim.

To highlight the importance: We rented a generator truck to a production (that we subrented from a supplier). The truck driven by our customer’s employee was involved in an accident. The truck repairs were $11,000 and it took 12 weeks to finish. Those 12 weeks were considered “rental” and were an additional $16,000. If we did not have a rental contract with our client, JML would have been responsible for shelling out over $25,000. That kind of bill can bankrupt a company.

Commercial companies can fill one rental agreement that we keep it on file and it is valid for multiple rentals.

Student rentals should have a filled-out agreement for every rental.

=== Client Information – Commercial Projects ===
The Client information form ([https://www.jmlrental.com/wp-content/uploads/2019/02/JML-Productions-Rental-Packet.pdf link]) allows us to identify the commercial entity that is renting the equipment along with their business address and principal owners. This information should be used to update the Organization record in CurrentRMS.

A combined fillable information sheet and rental agreement PDF is available online at jmlrental.com/forms under Rental Contract.

The client form and rental agreement should be uploaded to the client record in CurrentRMS.

=== Student Rental – Project Information ===
Every student rental should have a filled-out project information sheet ([https://www.jmlrental.com/wp-content/uploads/2019/02/Student_Rental_Packet.pdf link]) that identifies the principal roles of the production in addition to explicitly spelling out who is renting the equipment.

A combined fillable information sheet and rental agreement PDF is available online at jmlrental.com/forms (note that it’s the “SCAD Students” form, not the regular rental contract.

The Project information and rental agreement should be uploaded to the Opportunity record in current RMS.

=== Credit Card Authorization ===
The CCA is a simple form ([https://www.jmlrental.com/wp-content/uploads/2018/09/CC-Auth.pdf link]) we keep on file and is really just an insurance policy against a chargeback dispute or in case there are damages to equipment and we need to charge for it.

The physical forms should be kept in a secure location as they contain sensitive information.

We send an electronic version of the form via Adobe Sign. These forms are password protected so that unauthorized access does not occur.

=== Certificate of Insurance (COI) ===
All non-student projects should have a COI that provide general liability insurance and covers rented equipment (inland marine). This is a standard requirement for commercial entities and they should be able to send us a COI where we are additional insured and loss payee.

If a student project wants us to provide equipment we need to sub-rent (like a Fisher dolly), then they MUST have a certificate of Insurance.

The COI should be uploaded to the currentRMS client record.

== Issuing Invoice ==
Once the order is finalized and no more changes are expected, we can issue an invoice. If an order changes once an invoice has been generated, the invoice must be deleted or voided and a new invoice created.

Use the Invoice Opportunity Action to create the invoice. This will create a draft invoice. If the equipment changes, you can simply delete a draft invoice and create a new invoice.

Once equipment if finalized, from the Invoice screen, select the Issue Invoice action. Once this occurs, an invoice number is assigned (in the form JML-nnnnn). The invoice number will be referenced when we send the payment link.

If an order changes once an invoice has been issued, the old invoice must be void using the Void Invoice action. Once that is done, generate a new invoice from the opportunity.

Invoices can be sent to the client via the JML Invoice/Credit Print link and then create a discussion.

== Processing Payment ==
For payments, we use the Square Terminal.

Once an invoice is issued, we need to create a Square Invoice.

In the terminal, select Invoice and Add New Invoice.

Enter the organization name and email the payment link should be sent to.

Add Item “Equipment Rental” and enter the pre-tax total from the CurrentRMS Invoice.

The tax is automatically added.

Note: If this is a Tax Exempt customer, you should slide the tax slider to the off position for this item.
* Enter the invoice number from the CurrentRMS invoice
* Date Due should be the day of pick-up.
* Send invoice.

=== In Person Payment ===
If the client pays in person with a credit card, we can use the square terminal to pay the invoice.
* Select Invoice Section
* Locate the correct invoice
* Select Receive Payment
* Insert Credit Card
* Have Client Sign

== Checkout Form ==
Once an order is confirmed and the rental desk doesn’t expect it to change, a Checkout form needs to be printed so that the warehouse knows what to pull.
In the Opportunity:
* select the JML – CHECKOUT link under the Print section.
* Select the Download as PDF button (it actually opens in the browser...just a bad name)
* Print this form to the Printer
* Put the forms on a clipboard or document holder
* Put the clipboard/hanger on the PREP column.