Order Processing

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, create the new organization and 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.

For orders, we will be using the Rental Approval, Agreement & Payment form exclusively.

Once the order is created, we need to do the following:

• Collect Project Information
• Get Client Approval for Order
• Get payment
• Create, Issue & Post the invoice (once payment received)
• Generate the checkout form for operations to prep the rental

 

Collecting Paperwork

There are four items necessary before a rental can proceed:

• Client/Project Information
• Order Approval & Rental Agreement
• Payment
• Certificate of Insurance (COI)

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.

The CurrentRMS client record should be updated with the Addresses & telephone numbers.

Commercial Projects

The Client information form (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.

Student Rental

Every student rental should have a filled-out project information sheet (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.

Order Approval & Rental Agreement

The Order Approval & Rental Agreement form 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 send a Rental Approval, Agreement & Payment email to the client. In the email template, there is a link to a live form. The live form contains an Approve / Decline button. When the client Approves, we capture their signature electronically and this creates a binding contract.

Note that the approval also signifies the specific list of equipment detailed on the form is what they are agreeing to rent at the specific price. EVERY TIME something changes on the form because the client adds or removes gear, they need to APPROVE AGAIN.

Payment

On the Approval document live form, there is a BIG BOLD payment button which provides an online form for the client to pay for the rental using Stripe. They enter their credit card information and Stripe processes the payment. Not only does it process payment, but the card information is stored securely and should L&D occur, we can process additional charges on the card if necessary.

WE DO NOT USE SQUARE for rental payments. SQUARE is to be used exclusively for expendables. Square does NOT capture the card information like Stripe does.

When payment is received, we will get an email from strip with a Payment Received subject line with the order number.

IMPORTANT: Once a payment is received, you need to issue and post the invoice for this order and the order is FROZEN, Changes to the order are now VERY limited.

• NO additions to the order are allowed if it changes the value. Create a supplemental order.
• We can REMOVE items but this will necessitate a refund.
• The only swaps allowed are if it does NOT change the value of the order.

See our Process FAQ for details the reasons behind this (and other) process rule.

Alternative Payments

On big shows, it is not unusual for them to rent items and not pay with a credit card and instead use a Purchase Order. They will also probably have their own forms they will want to use instead of ours. This needs to be reviewed by management. Once we have an official Purchase Order Number, the equipment can be released and invoice issued.

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 client has PAID, we issue an invoice and post it.

Use the Invoice Opportunity Action to create the invoice. This will create a draft invoice and brings you to the invoice screen.

From the Invoice screen, select the Issue Invoice action. Once this occurs, an invoice number is assigned (in the form R-nnnnn).

After the invoice is issued, use the Post Invoice action to send the invoice to QuickBooks and the accounting back-end.

Invoices can be sent to the client via the JML Invoice Print link and then create a discussion and use the Sales Receipt template.

Changes once Payment Received / Invoice Posted

As mentioned earlier, once a payment is received, it freezes this specific order.

Any additions NEED to be done on a SUPPLEMENTAL order. Any removals (that affect the amount paid) need to have a Credit Memo issued and a refund processed.

If a change is made that DOES NOT affect the total (no cost item added, swap-out of items of same value), then you must VOID the old invoice and issue & post a NEW invoice which matches the order.

It is IMPORTANT that an invoice ALWAYS match an order when it comes to the content of the rental.

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.

Next step is to process the Fullfilment