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How to Customise your Rental Agreement & Invoices

How to Customise your Rental Agreement & Invoices

 

In this blog post we will look at additional options for displaying site information and logo on your Rental Agreements and Invoices.



You can access the above screen by going to Tools --> Setup --> System Setup --> R.A. & Invoices
 

Logo: A company logo can be placed in the top left hand corner of the rental agreement. To put your own logo on the rental agreement click the Add button which will show the Open dialog box this will enable you to browse to the image.

The image must be in bitmap (bmp) format. You don’t need to be too concerned about the proportions of the image since it is automatically sized on the rental agreement. However, logos that have proportions similar to a widescreen television will be displayed more effectively.

Additional logo: This can be used to place an additional logo on the rental agreement, e.g. BVRLA logo. You must ensure that you are a member of the relevant organisation and have permission in writing before using any such logo.

Click Remove Logo if a logo that has been added needs to be removed / deleted.

Rental Agreement – Print Logo: Tick this box if you want the logo to be printed or un-tick if you do not want the logo to be printed.

Rental Agreement – Show Header: Un-tick this box if you have pre-printed rental agreement paper which holds your Company Address’ details. Ticking this box will print the address details that Prohire holds. Your company address details are typically setup during a head office training course.

Rental Agreement – Print Additional Logo: Tick this box if you want the additional logo to be printed or un-tick if you do not want the additional logo to be printed.

Rental Agreement – Print Head Office Address on RA: Tick this box if you wish to have your Head Office address to always print on your Rental agreements rather than the originating sites address. This option is only valid if you have multiply sites.

Rental Agreement – Rental Agreement / Invoice Number: Select which option is best suited to your business needs. Each option is self explanatory.

Invoices – Print Header on Invoices: Tick this box if you wish your Site Details to be printed on your Invoices or un-tick the box if you are going to be using Pre-Printed Invoice paper.

Invoices – Print logo on Invoices: Tick this box if you want your logo to be printed or un-tick if you do not want your logo to be printed.

Invoices – Print header on Consolidated Invoices: Tick this box if you wish your Site Details to be printed on your Consolidated Invoices.

Invoices – Print logo on Consolidated Invoices: Tick this box if you wish your Site Details to be printed on your Consolidated Invoices.

Invoices – Print Head Office address on Invoice: If you have more than 1 site and you wish all Invoices to be printed with your Head Office address rather than their site address tick this box.

Invoices – Print Head Office address on Consolidated Invoices: If you have more than 1 site and you wish all Consolidated Invoices to be printed with your Head Office address rather than their site address tick this box.

Invoices – Allow Recharge Total Net on Purchase Invoices: this option activates an additional field on Sunday Purchase Invoices and Sundry Purchase Credit Notes that allows you to record a recharge net value against each item that you have added..This information Does Not print on the invoice report.

The two tick boxes for Final Booking Invoices have hard coded audit points on them as these allow the users to back up booking and delete invoices that could have been made public, i.e. printed and/or day sheeted. This has the potential for fraud to be undertaken.

Final Booking Invoices – Allow Final Invoice to be deleted if daysheeted: Tick this box if you wish to be able to back up a Checked In booking that has had its final invoice put onto a Daysheet.

Final Booking Invoices – Allow Final Invoice to be deleted if Printed: Tick this box if you wish to be able to back up a Checked In booking that has had its final invoice printed.

To determine if a final invoice has been printed or daysheet, in the main Booking/ Rental screen, click on the tab INV and you will see an invoice which will tell you if it has been Printed and/ or Daysheeted. The final invoice will always be generated as
soon as the booking has been Checked In.


After all changes have been made to this screen, click Save to confirm new settings or Cancel to exit without saving.