Rates set up in advance are automatically recorded in item history as items are assigned. Pre-set rates and the rates recorded in item history aren't otherwise connected. Changing one doesn't change the other.

  • Changing a pre-set rate doesn't change any rates recorded previously in item history.
  • Changing the rate assigned to an item at a particular job in item history doesn't change your pre-sets.

Pre-set rates are stored in rate types.

rate type

day rate

week rate

month rate

sale rate

default

type A

$1.00

$4.00

$12.00

$0.00

day

type B

$2.00

$8.00

$24.00

$0.00

week


A rate type can contain (in addition to a sale, hour, day, week and month rate) a rental minimum (or default) and maximum, a sale refund and 3 codes.

  • A rental minimum is the rate period used by default when an item is assigned. If, for example, you want to charge a minimum of 1 week's rent for an item, set it's default rate to 'Week.'
  • A rental maximum is the rental cap for an item on one assignment, expressed as a percentage of that item's cost. Maximum rents can also be set as a global default (in billing preferences) or by job. See bills for more detail.
  • A sale refund is the percentage of a sold item's sale rate to be refunded when the item is returned.

Rate types are generally assigned to more than one item. In this example, items A and AA are in a group and have the same rate type (which means they have the same rates).

item number

rate type

item A

rate type A

item AA

rate type A

item B

rate type B


A rate schedule is a list of rate types. If you charge all your jobs the same rates, you only need 1 rate schedule. But if you want to charge different jobs different rates, you need more. In this example, rate schedule 1 is assigned to job 1, rate schedule 2 to jobs 2 and 3.

job

rate schedule

job 1

Schedule 1

job 2

Schedule 2

job 3

Schedule 2


The same rate type can be given different rates in different rate schedules. In this example, rate schedule 2 includes a 25% discount for rate type A but no discount for rate type B.

rate schedule

rate type

day rate

week rate

month rate

sale rate

default

Schedule 1

type A

$1.00

$4.00

$12.00

$0.00

day

Schedule 1

type B

$2.00

$8.00

$24.00

$0.00

week

Schedule 2

type A

$0.75

$3.00

$9.00

$0.00

week

Schedule 2

type B

$2.00

$8.00

$24.00

$0.00

week


Rate schedules and types can be imported.

SET UP RATES

This is an overview. Detailed instructions for each step are below.

  • Add rate types.
  • Assign rate types to items.
  • Add a rate schedule and assign rate types to that schedule. Alternatively, if you already have one or more rate schedules, duplicate a schedule and edit it.
  • Specify a default rate schedule. If you want to charge all your jobs the same rates, you're done.
  • If you want to charge different jobs different rates, add more rate schedules and assign them to jobs.

ADD RATE TYPES

  • Click the Data icon in the main menu then Rate types.
  • Click the Add icon in the main grid menu.
  • Enter a name for the rate type. Click the Add icon in the main grid menu to add another Rate type.
  • When you're done, click the Save icon in the subgrid menu.

What should you name your rate types?

  • Option 1: use your descriptions as your rate type names. You'll need to create more than 1 rate type for the same description if you want to charge different items with the same description different rates.
  • Option 2: name your rate types for the rates they contain, for example, a rate type with a day rate of 1.00, week rate of 4.00 and month rate of 12.00 could be named 'D1.00 W4.00 M12.00'.


ASSIGN RATE TYPES TO ITEMS

  • Click the Data icon in the main menu then Items.
  • If the view that appears doesn't include the RATE TYPE ID column, click the Tools icon in the main grid menu, then Views then lists alerts rates.
  • Scroll to or search for the item you want to edit. Click the Edit icon in the main grid menu then the RATE TYPE ID field. Select a rate type. To edit another item, click its RATE TYPE ID field and select a rate type.
  • When you're done, click the Save icon in the subgrid menu.

ADD A RATE SCHEDULE AND ASSIGN RATE TYPES TO THAT SCHEDULE

  • Click the Data icon in the main menu then Rate schedules.
  • Click the Add icon in the main grid menu.
  • Enter a name for the rate schedule.
  • Click the Save icon in the subgrid menu.
  • Click the Add icon in the subgrid menu.
  • Click RATE TYPE ID, select a rate type, and enter the rates you want this rate schedule to use with this rate type. Click the Add icon in the main grid menu to add another Rate type.
  • When you're done, click the Save icon in the subgrid menu.

You control when and whether an item upgrades from the day to the week then the month rate. The upgrade occurs when the upgrade is a better deal. If, for example, you're using a 5-day week, the item's day rate is $1 and its week rate $3, the item will upgrade to the week rate on the 4th day (on the 3d day, the week rate, while equal to 3 times the day rate, isn't a better deal). If the week rate is $5, the item will never upgrade to the week rate (because that rate will never be a better deal).


SPECIFY A DEFAULT RATE SCHEDULE

Optional but recommended. You must be an organization manager.

  • Click the Utilities icon in the main menu, Preferences then Billing preferences.
  • Enter a DEFAULT RATE SCHEDULE and click Save in the lower right. The default rate schedule is used if a job has no rate schedule assigned to it.

ADD MORE RATE SCHEDULES AND ASSIGN THEM TO JOBS

Only necessary if you want to charge different jobs different rates.

If you specify a default rate schedule, you only need to assign rate schedules to jobs that do not use the default.

  • Either follow the instructions above to add a rate schedule and assign rate types to that schedule or, in the Rate schedules screen, click on the schedule you want to duplicate, click the Tools icon in the main grid menu, then Macros then Duplicate rate Schedule. Then edit the rates you want to change in the subgrid.

  • Click the Data icon in the main menu then Jobs.
  • If the view that appears doesn't include the RATE SCHEDULE ID column, click the Tools icon in the main grid menu, then Views then system.
  • Scroll to or search for the job you want to edit. Click the Edit icon in the main grid menu then the RATE SCHEDULE ID field. Select a rate schedule. To edit another item, click its RATE SCHEDULE ID field and select a rate schedule.
  • When you're done, click the Save icon in the subgrid menu.

CHANGE A RATE WHEN ASSIGNING AN ITEM (in the Orders - assignments screen)

Changing the rate assigned to an item at a particular job in the Orders - assignments screen doesn't change the item's pre-set rates.

  • If the view of the subgrid doesn't include the RATE column, click the Tools icon in the main grid menu, then Views then system.
  • Scroll to or search for the item you want to edit. Click the Edit icon in the subgrid menu then the RATE field. Edit that rate. To edit another item, click its RATE field.
  • When you're done, click the Save icon in the subgrid menu.

The Details grid system view includes just the RATE field. It doesn't include RATE PERIOD, MAX RENT and a number of other rate-related fields. If you want to edit one or more of those in the Orders - assignments screen, create a view that includes them.


CHANGE A RATE IN ITEM HISTORY

Changing the rate assigned to an item at a particular job in item history doesn't change the item's pre-set rates.

  • Click the Data icon in the main menu then Item history (details) .
  • If the view that appears doesn't include the rate fields you want to edit, click the Tools icon in the main grid menu, then Views then item history.
  • Scroll to or search for the item you want to edit. Click the Edit icon in the main grid menu then the field(s) you want to edit. To edit another item, click the field(s) you want to edit.
  • When you're done, click the Save icon in the subgrid menu.

TABLE STRUCTURE

If you're creating views, sorts, searches or reports for rates, you'll see references to "Rate schedules rate types," a table that connects Rate schedules with Rate types (and contains your actual rates). The tables relate to each other as shown below: > in the top row stands for many-to-one, < for one-to-many (see relations).

jobs

>

rate schedules

<

rate schedules rate types

>

rate types

<

items

Job1: Schedule1

 

Schedule1

 

Schedule1TypeA: $1/day

 

TypeA

 

ItemA: TypeA

Job11: Schedule1

 

Schedule2

 

Schedule1TypeB: $2/day

 

TypeB

 

ItemAA: TypeA

Job111: Schedule1

     

Schedule1TypeC: $3/day

 

TypeC

 

ItemB: TypeB

Job2: Schedule2

     

Schedule2TypeA: $1.10/day

       
       

Schedule2TypeB: $1.90/day

       
       

Schedule2TypeC: $3/day

       

FIELDS

  • (Rate schedules grid) RATE SCHEDULE NAME.

  • (Rate schedules rate types grid) COST TYPE ID, DEFAULT CODE ID and REVENUE CODE ID are codes. DEFAULT CODEs are pre-sets (see rates) that are entered automatically as items are assigned. COST TYPE and REVENUE CODES are uncommon codes used with specific accounting systems.
  • (Rate schedules rate types grid) HOUR RATE, DAY RATE, WEEK RATE, MONTH RATE, SALE RATE, DEFAULT RATE, MAX RENT and REFUND are described in rates.
  • (Rate schedules rate types grid) RATE SCHEDULE ID and RATE TYPE ID. The rate schedule and type this rate schedule rate type points to.

  • (Rate types grid) RATE TYPE NAME.

MACROS

  • (Rate schedules grid) DUPLICATE RATE SCHEDULE. Duplicates an existing rate schedule.

SYSTEM VIEWS WITH RATES IN A SUBGRID

  • In the Descriptions screen, the with items view displays, in the subgrid, each item's rate schedules rate types.
  • In the Items screen, the lists alerts rates view displays, in the subgrid, each item's rate schedules rate types.
  • In the Rate schedules screen, the system view displays, in the subgrid, each rate schedule's rate schedules rate types.
  • In the Rate types screen, the with items view displays, in the subgrid, each rate type's items. The with rates view displays, in the subgrid, each rate type's rate schedules rate types.