Rental Control Management Software

Overview

RCMS encompasses a wide range of features that include order processing, contract administration, inventory control and integrated accounting. We have also developed tightly integrated e-commerce features and integration with some of the best CRM (Customer Resource Management) software on the market. Pacific Rental Solutions is the only company to develop a complete solution for the rental industry.

RCMS Professional handles every aspect of inventory control, contract administration and billing. Whether editing an existing contract or creating a new contract, RCMS automatically:

• Adjusts inventory
• Prorates rents
• Generates configuration, delivery and return work orders
• Updates customer balances
• Generates invoices or credit memos
• Updates Accounts Receivable
• Creates Journal Entries waiting to be released to General Ledger

No competing software package offers this level of sophistication.

RCMS Professional tightly integrates a wide variety of comprehensive inventory control features including:

• Handles Serialized or Quantity type items
• Create Kits and/or Packages of items.
• Unlimited pricing levels by item, customer, and group.
• Flexible pricing grids to set minimum rates or cap out after a specified time
• Multiple depreciation methods that tracks both book and tax methods simultaneously
• Multiple stock locations and multiple warehouse features
• Universal Barcode Support allows you to print barcode labels from RCMS, use pre-printed barcode labels or scan a Manufacturer's barcode label.
• Physical Inventory Batch Processing with discrepancy reports.

RCMS automatically generates Delivery and Return Work Orders whenever you create or modify an order.  These work orders can then be scheduled by dragging and dropping orders, personnel and vehicles on a calendar.  Assignment reports can then be generated for your delivery personnel ensuring that jobs are performed on time.

RCMS Professional provides informative laser printed quotations, reservations, contracts, invoices, statements, packing slips, pick lists and work orders. These forms please customers, enhance cash flow by minimizing customer confusion and give your company the professional image it deserves.

Wireless Data Collection

100% Microsoft leading-edge technology
Unlike other products that rely on proprietary languages and databases,  RCMS Professional delivers a fully tested Microsoft standard that’s accepted around the world. RCMS Professional provides full integration with Microsoft Word and Excel, popular spreadsheets, databases and charting/presentation programs. Industry standard means reliability, consistency and a solid product future.

Unlimited Customizability
RCMS Professional uses an open architecture and is completely ODBC compliant. Open architecture means you can easily change the source code which we include with the Enterprise Edition.   You may also modify any of forms and reports with the built-in Microsoft Report Writer or any OBDC compliant report writer such as Crystal Reports.

We can also make any customizations you require at $30 per hour through our offshore development team, making customizing the software extremely cost effective. With these customization options you get maximum control over your  rental software and accounting system with an unlimited growth path. As your business evolves, you’re never locked in because RCMS provides complete flexibility to keep your options open.

Features List

QUOTING AND ORDER ENTRY

• Easy Quoting and Order Entry; fast and accurate Rental, Sales or Lease Quoting suggests substitutions when quoting out of stock items
• Technical Specification Database for every item in inventory including both notes and pre-scanned product literature
• Build "Systems" (Group Items/Packages) for segregating equipment for quoting and delivery purposes
• Supports Packaging and Kitting for easy quoting and contract administration
• Supports unlimited Pricing Levels including options to price by item, group or customer.
• Deposits (Optional)
• Damage Waiver (Optional)
• Automatically convert an Order to a Reservation and optionally automatically assign Asset Item numbers on a LIFO or FIFO basis
• Calendar Availability - Graphic calendar availability views, in addition to tabular availability views
• Date sensitive availability checking with suggested substitution items
• Drag and drop calendar scheduling of work orders
• Select from multiple delivery addresses associated with a particular customer or a venue that is a common delivery address that may be associated with any customer.

CONTRACT ADMINISTRATION

• Creates Rental, Sales and Leasing Contracts
• Rent & Sell on the same contract
• Supports Packaging and Kitting for easy quoting and order processing
• Complete Contract History and revision logging
• Barcode Support
• Supports Serialized, Quantity, Non-Stock, Service/Labor or Delivery/Pickup type items
• Automatic Invoice generation with automatic Invoice/Credit Memo proration
• Flexible billing methods
• Allocates inventory and updates Item/Category usage for quantity rented, times rented and dollar amount (Current, YTD, and Cumulative) on both an item basis and by model
• Fully integrated Accounts Receivable
• Automatically creates Configuration, Delivery and Return Work Orders
• Ability to sell Items/Packages during the return process if damaged or lost
• Rent to Rent or Rent-to-own
• Point of Sale Functionality
• Batch Return Contract Processing
• Packing Slips may be generated from the contract or from the invoice. Great for billing in Arrears.
• Option to 'Roll Up' Asset Items on Contracts, Invoices & Packing Slips
• Option to list serial numbers for Asset Items on invoices even with Roll-Up set on
• Consolidated Invoice (in both Summary & Detail format) so you can give the customer one invoice at the end of the month
• Reservations: may be created with physical inventory by assigning serialized assets or you may 'allocate' inventory without having to choose the specific asset up front
• Search or filter to view existing orders/contracts by type, customer, item, date range, project name, etc.

INVENTORY CONTROL / ASSET MANAGEMENT

• Easy to understand inventory hierarchy & nomenclature
• Post to different Profit Centers for individual & rolled-up Financial Statements
• Maintains separate inventories for Rental assets and merchandise for Sale
• Transfer inventory between merchandise for Sale and Rental Inventory
• Supports serialized Assets & Quantity items
• Track and ship back backordered items
• Idle inventory and usage tracking
• Sub-Rental Features
• Allocates inventory and updates item and category usage.
• Tracks 2 depreciation methods simultaneously (Tax & Book)
• Barcode (Universal) Support
• Multiple Pre-formatted Barcode Label Formats
• Physical Inventory Batch Processing using PDT
• Multiple Warehouse or Stock Locations: Adds additional functionality by allowing the user to setup multiple warehouse/stock locations, record the warehouse/stock location address information, optionally print any warehouse/stock location address information on transaction forms and check inventory availability for one or all warehouses/stock locations within a single screen
• Comprehensive Inventory, Vendor, and Cost Control: You can maintain suppliers, cost, and technical specifications for every item in your inventory. You can track inventory usage and idle inventory for both asset and quantity items.

CUSTOMER FILE MAINTENANCE

• Ability to set individual pricing and discounts for each customer.
• Default Billing Type & Frequency
• Rental & Sales Discount Percentages
• Deposits
• Add Damage Waiver or Insurance Fees by customer or by contract
• Terms, Credit Limit, Payment Discount %, Payment Discount Days
• Web Preferences for setting powerful Client Asset Management over the Internet
• Inquiries on Payments, Receivables & Invoices
• Print, fax or email any form directly to clients or vendors
• Mail Merge Capabilities
• Set statement type, Balance Forward or Open
• Taxable or Non-Taxable, enter Sales Tax Certificates
• Set Salesperson, Sales Territory, Industry, etc
• Credit Applications

REPORTING

• Over 200 Standard Reports may be customized ‘on-the-fly’ which are then available anytime
• Reports may be exported to a variety of formats including Microsoft Excel, Comma Delimited, HTML or Adobe Acrobat
• Transaction Reports include Summary and Detail Invoice registers, Cash receipt registers, Rental Journals, COGS, etc
• Inventory Master Item Reports include Usage Reports, ROI (Return on Investment), Utilization, etc
• Rental, Resale & Sub-Rental Inventory Reports
• General Inventory Reports
• Work Order Reports
• Labels
• Mail Merge Processing
• Business Status Report: Hotkey accessible, Business Status Report provides real-time financial information with daily and period-to-date figures

APPLICATION FEATURES

• High Performance Application: RCMS features open architecture, modifiable source code, and cross platform capabilities based on the latest Microsoft technology
• Multiple Companies: maintain unlimited companies with separate or rolled-up financials
• User Security: You create a record for each user that includes a unique log-in and password privilege level, and you can limit or deny access to most RCMS functions on a user-by-user basis
• Work Orders and Scheduling: When creating orders, reservations or contracts, RCMS automatically creates and updates, configuration, delivery and/or return work orders that are written to the work order scheduling module. Work orders may be assigned to drivers or technicians by delivery area and assignment sheets may be printed for each user
• Commissions and Spiffs: Commission and spiff amounts are automatically added and maintained for each item and salesperson
• Credit Information Database: RCMS has a customer credit information database with an interface to credit reporting agencies such as Dun & Bradstreet, Equifax, Trans-union etc. Customer representatives can take, store as much or little credit information as they want and verify credit information quickly and conveniently
• Flexible Billing: The program lets you bill in advance, periodically, or in arrears or by event
• Automatic Billings: You can generate invoices in one easy step for customers billed on a regular, periodic basis
• Automatic Proration: RCMS automatically prorates rents, including partial returns and add-ons
• Pre-Defined or Custom Comments: may be added to any form
• Network Messaging System: A messaging system lets you exchange messages with other users
• Custom Menu Options: You can set up custom menu options by user to access up to ten applications, reports from within RCMS
• Option to generate Recurring Billings by Customer Type
• Movable, Dockable Toolbars
• A 'Favorites' Toolbar allows user to save shortcuts to commonly used MDI forms.
• Screens are in convenient Tabular Format
• Customize Forms from within RCMS
• Function-key Access to Features: Pre-defined function-key assignments let you easily access many features, such as lists, with a single keystroke
• Support for Windows XP Themes
• Using the Clipboard Toolbar, you can store commonly used text, and copy and paste text from the Windows clipboard to Pro Series forms. In addition, administrative users can modify clip scripts to execute Visual FoxPro program scripts.
• Resizing Pro Series screens expands the grids to allow the user to view more data.
• Use the Desktop Tab on the Company Maintenance screen to add pictures, color or graphics to each company’s desktop for easier identification.
• You can auto-arrange and align Pro Series favorite desktop and toolbar icons.
• Additional orientation settings available on the Print dialog box.
• Notes and Memos can contain Hyperlinks and URL's.  Hyperlinks can access a Web site URL, or a document, such as a PDF or Word file.
• Date, Date & Time and Spell Check options are available on all Notes fields and tabs.
• Message Master offers a PDF Writer option to support multiple PDF applications.
• Selected grid rows are highlighted in a different color, and hotkeys allow users to jump between the top and bottom rows.
• The User File Maintenance tree view screen allows you easy access to all user functionality, including privileges, dataviews, favorites, and so on. Add, edit or delete user information, or maintain dataviews directly from the user maintenance screen. You can view the users associated with a profile, and navigate quickly between users.
• You can easily copy user settings such as hotkeys, privileges, dataviews, and favorites, and merge settings with existing users.
• General Ledger provides alphanumeric account codes. When entering General Ledger account codes, you can use letter (A-Z) or number (0-9) combinations to define the code segments.

Evaluate

Implement

We have found that the cost of rental software is only a fraction of the total cost of a successful implementation. Besides the cost of the software you have the cost of hardware, training, implementation, and the investment of your time. For this reason we have a step-by-step implementation plan to guide you through the process and ensure your implementation will be a success.

Pacific Rental Solutions has developed a comprehensive set of Client Implementation Services that provides everything from Technical Documents, Manuals, Checklists, Phone Support, On-Line Support and Data Conversion.

The amount of help required to implement a rental software/accounting system varies from company to company. Some companies have good resources and take a "hands on" approach. Other companies don't have the staff necessary for a successful implementation and want us to handle every aspect of the planning, data conversion and training. Whether you need occasional technical support or want an on-site "full court” team approach, we have the resources to accommodate your needs.

Over the years we have developed a comprehensive Implementation Guide and accompanying spreadsheets to help you through the planning and implementation of the software. You'll find the list below of some of the spreadsheets we've developed that allow you to assign tasks and responsibilities to different employees and set dates for each task. We review each of these within the first implementation meeting and help you through this process. These include:

• Plan a Successful Implementation
• Evaluate your Network and Hardware Requirements
• Define your Business Systems and Workflow
• Project Planning & Management
• Implementation schedule including Data Conversion & Data Preparation
• Schedule Training
• Define any System Modifications or enhancements that may be required

Training & Support

Pacific Rental Solutions prides itself on delivering excellent technical support. At any time you can pick up the phone and get a technical support person on the line with years of experience and training behind them.

We have a state-of-the-art online issue tracking system that allows our clients to login and see every issue and question that they have ever reported. These issues include the current status, detailed description of the issue along with all correspondence back and forth between the client, technical support professional and programmers. Any documents regarding the issue are also attached for easy reference.

In addition to phone support, e-mail support and online issue tracking system we have an online meeting center with screen sharing, chat and collaboration tools available to multiple participants throughout your organization.

Here at PRS we feel that training is an important part of any successful implementation. We've found that our online meeting center is an extremely effective tool in providing training to multiple participants across your organization. The training can be customized by department or procedure based. If you prefer, we can provide on-site training. Whether you choose online or on-site training the same proven outline of class course will be followed. We can tailor a training program to fit any of your needs.