Rental Rates (Equipment Class-Primary Information) |
The Rental Rates tab for equipment classes enables you to display and define the rental rates to charge for usage of the equipment units in particular equipment classes.
The field in the top section of this tab defines the data that displays.
Equipment class ID
Identifier of the equipment class currently selected in the grid or that you are defining. Maximum field length is 30 characters. This field has a list box. If the ID already exists, the class name displays to the right of the ID.
The fields in the bottom section of this tab define the rental rates for the equipment class.
Note: These rates do not apply to pool vehicle units if the optional Motor Pool module is installed. Go to the Rental Rates tab on the Data -> Equipment Activity -> Motor Pool -> Setup -> Pool Vehicle Types screen.
To set up to charge different rental rates to different departments, set the equipment class rental rates on this screen to the lowest values you want to apply to any department. Then define the amount by which you want to mark up the rate for each department on the Rates and Markups tab of the Data -> Setup -> Organization Structure -> Departments -> Primary Information screen.
Unless otherwise indicated, the following fields are required if you want to define a rental rate. Once you define a rental rate, all values are display only; you cannot change or delete them. To change an existing rental rate, you must define it as a new rental rate with a more recent effective date.
Effective date
Beginning date of the rental rate.
Monthly base rate
Flat amount per month to charge departments to which equipment units in this class are assigned. This rate should cover the fixed cost of owning a unit (including depreciation, an excess to cover inflation in replacement cost, and a pro rata share of fleet management overhead). If users are not charged for equipment, leave this field blank. This field is optional.
To calculate the portion of the monthly base rate to charge on usage transactions, refer to the Apportion by field. A monthly base rate is not applied to motor pool usage tickets or to usage tickets that have a check in the Meter only field on the Data -> Equipment Activity -> Usage -> Usage Tickets screen.
Base rent is
Base rent for the unit. Required if there is information in the Monthly base rate field. This field has a list box.
MINIMUM CHARGE: The base rent is charged as a minimum charge. The base rent is charged if the sum of charges calculated using the other rates for units in the class is less than the amount of the base rent.
FLAT RATE: The base rent is charged to each unit, regardless of the amount charged for usage under the other rates applicable to units in the class.
Rate per day of use
Amount per unit to charge the department for each day it operates an equipment unit in this class. If the organization does not plan to charge for usage or does not have a motor pool, leave this field blank.
Tip: This field only applies to equipment units assigned to a department that does not have a check in the Motor pool field on the Basic Info tab of the Data -> Setup -> Organization Structure -> Departments -> Primary Information screen.
Rate per clock hour
Amount per unit to charge the department for each hour they operate an equipment unit in this class. If the organization does not plan to charge for usage or does not have a motor pool, leave this field blank.
For units assigned to a department that has a check in the Motor pool field on the Basic Info tab of the Data -> Setup -> Organization Structure -> Departments -> Primary Information screen, either this rate or the rate in the Rate per day of use field is always used.
Note: You can use this field for non-pool units if there is a check in the Bill for non-pool usage field on the Data -> Equipment Activity -> Usage -> Setup -> Options screen.
Minimum hours
Minimum number of hours to charge a customer when the actual time used is less than the minimum. If there is no minimum, leave this field blank. This field is optional.
Maximum hours
Maximum number of hours to charge a customer when the actual time used is more than the maximum. If there is no maximum, leave this field blank. This field is optional.
Rate per meter 1 and 2 units
Amounts to charge the department per unit of meter 1 and meter 2 usage for an equipment unit in this class. These rates generate revenue to cover the cost of operating, maintaining, and repairing the unit. If the organization does not plan to charge for usage, leave these fields blank. This field is optional.
Free meter 1 and 2 units per month
Number of meter 1 and meter 2 units to include in the monthly base charge and for which no charge is made. If there are no free meter units per month, leave the appropriate field blank or enter zero (0). Free meter units per month do not apply to equipment units assigned to a motor pool or to usage transactions recorded in the optional Motor Pool module, if installed. This field is optional.
Rate per meter 1 unit of personal usage
Amount to charge the operator for personal use of an equipment unit in this class. This amount applies only to meter 1 usage. If you do not need to report personal usage of equipment for tax purposes, leave this field blank. This field is optional.
Special meter 1 rate
Amount to charge per unit of meter 1 usage for an equipment unit in this class. This is a special rate in addition to all other rates. This rate is calculated by multiplying the meter 1 usage by the special meter 1 rate. The charges computed using this rate are not added to total usage charges or to rental revenue recorded for the equipment unit historical costs; they are not used in apportioning monthly base charges among usage tickets.
If you are using the Billing module, you can view the total special rates costs.
If the organization does not plan to charge for usage, leave this field blank. This field is optional.
Rates include maintenance
If this field has a check, the rates on this tab include charges for maintenance. Data in this field is for information only. This field is optional.
Apportion by
Type of apportionment to charge. This field is used during end-of-period equipment usage for month processing to determine how to calculate the portion of the monthly base rate to charge on usage transactions. Required if there is rate in the Monthly base rate field. A monthly base rate is not applied to motor pool usage tickets or to usage tickets that have a check in the Meter only field on the Data -> Equipment Activity -> Usage -> Usage Tickets screen.
This field has a list box:
DAYS ASSIGNED: The number of days in the month and the number of days the equipment unit was assigned to or used by the applicable department are determined and charged to each ticket the portion of the applicable base charge that is equal to the percentage of days in the month the unit was assigned to or used by the applicable department. This is the default value, but you can change it.
VARIABLE CHARGES: The variable charges (meter, days, hours, and other charges) for all usage tickets for the equipment unit during the month are added and charged to each ticket the portion of the applicable base charge that is equal to the percentage of total variable charges for all tickets represented by the total variable charges on the ticket being processed.