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Rental Bill Configuration

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TrackAbout Feature
Feature Name: Rental Bill Configuration
In Module: Rental
Short Description Customize the rental invoice generated through TrackAbout for your rental customers.
Available In:
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Asset Type Descriptions

Rental bills can either be shown to the customer by Rental Class or by Asset Type. If shown by Asset Type, the default description shown on the rental bill is formatted like this:

  • Rental Class // Category :: Group :: Type

If a different format is desired, it must be set as the "Description" of the Asset Type. This can be set by editing the Asset Type. Contact TrackAbout Support if you want your existing Asset Types to have their Descriptions all changed in one big bulk operation.

Sequential Number Generation

TrackAbout allows for sequential number generation of all rental invoices. A rental invoice number can be configured with several different parameters. These parameters must be set by a TrackAbout representative and include:

  • Invoice number length
  • Invoice number prefix
  • Invoice number starting number

The invoice number length defines the number of digits to use for the invoice number when generating rental bills. This length does not include the invoice number prefix defined. The resulting invoice number will be zero padded to the defined length. For example, if the current invoice number is 123, and the defined length is 8, the resulting invoice number will be 00000123. The Invoice number prefix defines the prefix to use when generating the rental bill invoice number. This prefix is used for all the rental billing period types that are defined in the database.

The invoice starting number defines the number to use as the first invoice number when there are no previously generated invoice numbers. The complete invoice number will be the defined prefix plus a zero-padded number of the defined length using the first unused sequential number from the starting invoice number.

Payment Terms

Payment Terms describe how long a customer has to pay for an invoice. For instance, a common value for payment terms is "Net 30". This indicates that a customer has 30 days to pay the net balance of the invoice. TrackAbout will use the payment terms imported from the existing accounting system for the rental invoice. If no payment terms were specified during the import, TrackAbout will use the default payment term specified by the client.

Multiple Delivery Channels

TrackAbout offers multiple delivery channels for rental invoices. These channels include:

  • Mail - All rental invoices will be mailed directly from SourceCorp.
  • Fax - All rental invoices will be faxed directly from SourceCorp

Channels currently under development:

  • Email -currently not available

Please contact TrackAbout to request customized rental invoice delivery.

Rental Bill Formatting Options

Rental bills are currently printed with the same basic settings for all customers. TrackAbout plans to build enhancements moving forward which will allow for customer specific settings. Feel free to contact TrackAbout regarding any configuration settings on a customer-by-customer basis. SourceCorp is the company that TrackAbout has partnered with to run, print and send the rental bills. Note: SourceCorp is an industry leader in outsourced printing and invoice delivery. TrackAbout customers have reported very favorable reviews of SourceCorp and TrackAbout is happy to have them as a partner. It is possible to use a different printing company or to print out rental bills locally. Please contact TrackAbout for more information on these options.

Form and Envelope

SourceCorp will need paper and envelopes to use for printing. This paper includes the logo image and text that is shown in the upper left hand corner of the rental invoice. These graphics are pre-printed on the paper that is used by SourceCorp to do the rental runs. The paper and envelopes can be provided by SourceCorp or an existing customer form and envelopes can be used. If a remittance tear-off is used then special paper is needed for this first page with the tear-off that has a perforation 1/3 of the way down the page. SourceCorp can include a return envelope with a window so the remittance tear-off shows the return address.

Rental Summary Detail

The Rental Summary section of rental bills can be displayed by rental class or by asset type. In the TrackAbout rental module all rental is calculated by asset type. The asset type is roughly equivalent to the part number. Each asset type is in one rental class. The display of the rental bills can be by asset type or can be rolled up by rental class. If a customer has leases, ownerships or special rates set up by asset type then the display will break out a separate line for each of these rows by asset type even if the general setting is to roll up by rental class. Basically, if the choice is to roll up by rental class, then TrackAbout will try to display by rental class. If the asset types in that rental class have different rates, leases or ownership quantities then the separate asset types will be shown.

Owned Column in Summary

This column is only shown when a customer has at least one owned asset. The idea is that there is no reason to advertise to customers that they can buy their cylinders and stop paying rental on them.


In addition to a summary that shows the total quantity shipped and returned, TrackAbout can also show more detail on the transactions or deliveries throughout the rental period. The transactions can be shown intermixed with the summary:

The transactions can be shown as a separate section The transactions can be shown as a separate section with barcodes and serial numbers shown for each asset delivered or returned.

Showing the transactions gives customers more information about how their bill was calculated. The only negatives are that more detail can lead to more phone calls and more detail means more cost in printing extra pages for this detail.

Total Value Message

A Total Value footer can be shown at the bottom of the bill that indicates the total value of assets in a customer’s possession.

Note: This footer is an optional field and the text can be Configured to tailor a customized message.

Serialized Asset Balance

The Serialized Asset Balance section shows the serialized assets on the customers balance at the end of the rental period.

Note: This is also an optional field on the rental bill. The remaining options are not configurations that require decisions, but are rather for general information:

Marketing Message / Rental Bill Messages

The Marketing Message section allows for a marketing message to be displayed on all rental invoices during printing. This message can be changed from the website as often as needed.

This message is managed via the Rental Bill Configuration page. Messages can be set to show on bills for a limited period of time. https://www.trackabout.com/clt/rental/listRentalBillMessages.aspx

Lease Summary

The Lease Summary section is shown whenever there is a renewing lease for a customer. New leases are billed through order entry and renewing leases are billed through TrackAbout.

Equipment Summary

The Equipment Summary section is used to show rental for rental equipment.

Miscellaneous Summary

The Miscellaneous Summary section is not used today, but was designed in the integration with SourceCorp should it be needed for any items on the rental bills.

Include Remittance Tear Off on First Page

The Include Remittance section of the invoice is shown at the bottom of the first page of the invoice below a perforation. The end customer can tear off this section of the bill and return it with the payment.

Note: The remittance tear-off is optional. The benefit of this is to speed up collections by having a paper that gives the correct invoice number for the payment. The disadvantage is that it takes up 1/3 of the page and can force more of the invoices to span a second page. Note: The barcode on the left of the tear off is the invoice number.