Florida Sage PFW ERP - Rental Information System Module

Overview, Unique Features & Benefits

Sage PFW Interface

The Rental Module of Perryman Modules for PFW has a seamless interface to the Accounts Receivable and Inventory Modules. When items are rented and shipped the system updates the inventory files of Sage PFW. Similarly, the accounts receivable files of PFW are updated when the invoices are posted. As a result, functions such as processing Credit Memos and Cash Receipts can be done from within the Sage PFW Accounts Receivable module.

One Screen Rental Order Entry

Entering Rental Orders received from customers is an automated process which has now become even easier. Most of the information needed to complete an order can be quickly recalled to the screen via the lookups available on many fields in Rental Order Entry. In addition, rental order entry can now be quickly done on one screen instead of the many tabs that PFW requires you to traverse.

Generating Quotes

There may be instances where a customer would like to be sent a printed estimate and details regarding a possible order. Since the customer is not actually placing an order, you would not want to commit inventory quantities.

A quote serves this purpose because it is entered in the exact manner as a rental order and contains the exact detail as a true order, but it does not commit inventory quantities to sale. If the customer later decides to actually place the order, a few keystrokes will turn the quote into a live order, and the particulars of the quote will be accurately transferred to the order.

Ship Inventory without Invoicing

The Perryman Rental module separates the shipping and invoicing functions. As such it is now possible for inventory quantities to be down-counted before the order is actually invoiced. This immediate update of the inventory quantities gives credence to the inventory quantities on hand. The order can then be invoiced at a time convenient to the accounting department.

Generating Back Orders

Back Orders can automatically be generated by the system when the quantity available of an item is not sufficient to fill the original order. If that quantity is insufficient to fill the customer's needs, you may automatically create a back order for the remaining items.

Entering Prepayments

If you receive a payment along with an order, the amount can be entered at the same time as the order. In fact the system will even allow you to do credit card authorizations and enter credit card information. When the order is invoiced, all totals will be transferred to the appropriate Accounts Receivable files.

Modifying Orders

Changes to an order that has been processed or posted are easily made, and your database will be automatically updated when the changes are processed.

Checking Credit Limits

You can assign a maximum credit limit amount to each customer in Accounts Receivable and the system will optionally alert you when that limit has been reached; and you can specify an approval code required for approving rental orders over the limit.

Viewing Inventory Information

As the module is interfaced with PFW's inventory module, you have immediate access to information such as unit prices, unit rental status, quantities available (including quantity committed to rent), pricing specials or quantity discounts.

Adding Freight Charges

You can add freight charges that should be treated as part of the total sale amount, as well as freight charges that should be taxed. Both types of charges can be entered during rental order processing.

Printing Rental Orders

Printing rental order confirmations for customers and pick lists for warehouse employees is also a feature. The user will have the option to print a rental order confirmation and/or a pick list.

Tracking Serial / Lot Numbers

If you are tracking serial or lot numbered units, you can enter the serial/lot number when the unit is being shipped.

Tracking Order Status

The status code for each order or quote is automatically updated at every step in the processing cycle, and can be manually changed if necessary. By recalling an order and viewing the current status code, you always have the ability to track the exact track processing status of every rental order.

Split Commissions

The Rental module of Perryman Modules for PFW enables a company to split the commissions earned from the rental order between more than one salesperson. The commission report that is subsequently printed, outlines the breakdown of the commission between the various salespersons.

Powerful Pricing Features

You will have the choice to price your rentals on a daily, weekly or a monthly cycle or choose a combination of the three. You can also price your units based on a fraction of the three time periods.

Manual or Automatic Invoice Processing

The module enables users to manually select the customers to be invoiced or have the system create invoices for you based on their anniversary dates or billing cycle.

Track the performance of individual rental Units

The rental units file is a comprehensive database which tracks information you need to know about each rental unit. Customer Information, rental history, financial transactions, service/repair information and warranty are all tracked in great details.

Comprehensive Job Management

Track the rental of equipment to defined projects or jobs where a State's lien laws can apply. It allows you to place lien's on job sites and print Notice to Owners, deadlines and other reports relating to these projects. This comprehensive management tool gives you total control over defined jobs and all of their related documents.

Match Rental Units Received against Rental Units on Rent

Match the units returned by the customer against the customer's original rental order. This shows you outstanding rental units which aught to be collected or for which the customer should be invoiced.

Detailed and Insightful Rental Reports

Print reports to see unit availability, units on rent by model, rental status or any other user-defined criteria. All reports are created using Crystal Reports and can be modified by the user.