Warning
WARNING: The TrackAbout MetaWiki has been deprecated and is no longer being updated. Please visit our new TrackAbout Knowledge Base at https://supportkb.trackabout.com for the most-up-to-date documentation on TrackAbout and TrackAbout Mobile.

Asset Agreement Renewal Template

From TrackAbout MetaWiki
Jump to navigation Jump to search
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:
← Back to list


Overview

Cut down on manual entry by utilizing a custom TrackAbout Lease Renewal Form. Let TrackAbout generate lease renewals for you to either print and mail or email directly to the customer.

You can set up your customized Lease Renewal form with the help of TrackAbout Support. This template allows clients to choose various “tags”, or pieces of information, that can be added and displayed on the Lease Renewal form.

How it Works

We use a Rich Text Format (RTF) file 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, a 'tag' of @@FULL-START-DATE@@ will be replaced with the full start date of the agreement in the format MM/DD/YYYY.

TrackAbout supports having separate Asset Agreement Renewal form templates for the following:

  • Print vs. email
  • Each asset agreement type

Example RTF File

Here is a link to an example RTF file:

Below is an image of what the template looks like:

ImageOfAssetAgreementFormTemplate.jpg

Set Up

Item Table

Tables must always include the @@ASSET-DESCRIPTION@@, @@QUANTITY@@, and @@UNIT-COST@@ tags. 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.

TrackAbout Support will us the interwiki:Console:Set_Asset_Agreement_Type_Renewal_Template to load the template.

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.

Generating Renewals

From the Expiring Asset Agreements Page

When printing or emailing a lease agreement renewal, one is sent for each lease. For example, if a customers has 3 leases that have expired, they will receive 3 lease agreement emails.

Email addresses must be added to the Customer's Profile before renewal forms can be emailed. On a customer's profile go to Customer Info and click edit. Then you'll see the section called Bill Delivery Channels

Adding Email Addresses to Customer Profile


When reviewing Expiring Asset Agreements from the Expiring Asset Agreements page, a user will always be able to print the renewal forms once the template has been set up, but will only be able to send renewal agreements via email once the customer has been configured with a rental email address. Below are the icons shown when the template and/or rental email address is missing.

Email Lease Renewals from the Expiring Asset Agreements Page


Printing from the Customer's Profile

If you need to simply print a copy of the renewal form, this can be done when editing a lease.

From a Customer's Profile, go to the Rental tab and click to edit/view Asset Agreements:

400px left

Retrieved from "https://meta.trackabout.com/w/index.php?title=Asset_Agreement_Renewal_Template&oldid=8228"