Asset Agreement Renewal Template

TrackAbout Feature
Feature Name:	Asset Agreement Renewal Template
In Module:	Rental
Short Description	A Rich Text Format (RTF) file is used as the template for the Printable Asset Agreement Form Template.
Available In:
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Overview

A Rich Text Format (RTF) file is used as the template for the Printable Asset Agreement Form Template. This file can be created in Microsoft Word or any other word processor capable of saving files in RTF format. The printable file will look like the RTF template except that certain 'tags' will be replaced with the specified text when the form is created.

For example the 'tag' of @@FULL-START-DATE@@ will be replaced with the full start date of the agreement in the format MM/DD/YYYY

Item Table

The @@ASSET-DESCRIPTION@@, @@QUANTITY@@ and @@UNIT-COST@@ tags must always be included in a table. Only a single row of these fields should be present. Additional rows will be inserted in the table during generation of the form depending on the number of assets in the agreement. The row containing these tags should be always preceded by at least one header row. There can be additional rows following the row containing these tags – they will be replicated as is.

Tags

The following tags are supported in the RTF file templates for Asset Agreement forms:

• @@START-DAY@@ : The day portion of the current start date.
• @@START-MONTH@@ : The month portion of the current start date. The full name of the month (like January, February, etc) will be used for the replacement.
• @@START-YEAR@@ : The year portion of the current start date.
• @@FULL-START-DATE@@ : The full current start date (in MM/DD/YYYY format).
• @@END-DAY@@ : The day portion of the current end date.
• @@END-MONTH@@ : The month portion of the current end date. The full name of the month (like January, February, etc) will be used for the replacement.
• @@END-YEAR@@ : The year portion of the current end date.
• @@FULL-END-DATE@@ : The full current end date (in MM/DD/YYYY format).
• @@DURATION-MONTHS@@ : The duration in months of the current lease.
• @@AUTO-RENEW-BEGIN@@ : These 2 tags occur in pairs. If the agreement is automatically renewed, any text included in between these 2 tags will be shown as-is. The included text will not be displayed if the agreement is not marked for automatic renewal.
• @@AUTO-RENEW-END@@ :
• @@CUSTOMER-NUMBER@@ : The Customer Number.
• @@CUSTOMER-NAME@@ : The Customer Name.
• @@CUSTOMER-BILL-ADDRESS@@ : The Customer Billing Address.
• @@CUSTOMER-SHIP-ADDRESS@@ : The Customer Shipping Address.
• @@CUSTOMER-SERVICING-LOCATION-NUMBER@@ - The Servicing Location Number for the Customer.
• @@CUSTOMER-SERVICING-LOCATION-NAME@@ - The Servicing Location Name for the Customer.
• @@CUSTOMER-SERVICING-LOCATION-ADDRESS@@ - The Servicing Location Address for the Customer.
• @@CUSTOMER-SERVICING-LOCATION-PHONE@@ - The Servicing Location Phone for the Customer.
• @@INC-DEPT-BEGIN@@ : These 2 tags occur in pairs. If the agreement applies to departments, any text included in between these 2 tags will be shown as-is. The included text will not be displayed if the agreement is not applicable to departments.
• @@INC-DEPT-END@@ :
• @@PAYMENT-TERMS@@ : The payment terms.
• @@SUBTOTAL@@ : The Total before any applicable tax.
• @@TAX@@ : The applicable tax.
• @@GRAND-TOTAL@@ : The total including tax.
• @@ASSET-DESCRIPTION@@ : The Rental class or asset type of the asset. This must always be included in a table.
• @@QUANTITY@@ : The quantity of assets. This must always be included in a table.
• @@UNIT-COST@@ : The unit cost of the assets. This must always be included in a table.
• "@@PRINT_DATE@@" : The date the agreement was printed, in MM/DD/YYYY format.

Example RTF File

Here is a link to an example RTF file:

• Media:AssetAgreementPrintableFormTemplate.zip

Below is an image of what the template looks like:

Cleaning a Template

https://www.trackabout.com/super/cleanAgreementForms.aspx

The Clean Agreement Form Templates page processes the specified RTF files and removes any RTF formatting directives found inside our asset agreement template tags. Because this replacement is an expensive operation, we only want to do it once per template (rather than doing it on the fly every time we fill in the template tags). Each RTF should be cleaned using this page after uploading, since formatting directives may be silently and invisibly inserted within our template tags after modifying and saving the document and those directives can cause the template tags to break when generating a form for printing.