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, 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 three documents we need to collect before a rental can proceed:

• Rental Agreement & Client Information
• Credit Card Authorization
• Certificate of Insurance (COI)

Rental Agreement & Client information Form

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 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. In addition, the rental record should be updated so the "Contract" Field is checked.

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.

Credit Card Authorization

The CCA is a simple form (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.

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 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)

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.