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Contract Dates & Times
Each contract has several dates and times associated with it which control when a contract is included in a report or not. These dates and times may also be different for different states of the contract.
  • Contract Date:  Date the contract, quote, or reservation was written or a reservation was made outgoing. This date displays next to DATE in the CONTRACT PROCESSING SCREEN.
     
    When a reservation is changed into a contract (made outgoing) whether by the Contract Processing 'O' function or by the Automatic Outgoing Reservations procedure, the Contract Date is changed to the date the reservation was converted to a contract.
      
    Contract Dates
    Figure 1: Contract Date
     
     
     
  • Out Date & Time:  Date and time the equipment started charging (Figure 2). Or, if this contract is Continuously Billed, the OUT date and time is the 'billed through' date and time. A continuously billed contract will be indicated with an asterisk (*) displayed next to the date (Figure 3).
     
    This date and time displays next to OUT in Contract Processing. Further, this date and time may be changed if equipment is delivered and the Completed Delivery Date and Time is different from the Scheduled Delivery Date and Time. Also, if this is a continuously billed contract, the date and time displayed here will always be the 'billed through' date and time.
     
    Contract Dates
    Figure 2: Out Date & Time    		 Contract Dates
    Figure 3: Billed Through Date & Time
     
     
     
  • Promised In Date & Time:  Date and time the equipment will stop charging on an open contract, quote or reservation (Figure 4).

    Return Date & Time:  Date and time when the equipment stopped charging on completed or deleted contracts. When the contract is returned, the Promised In Date and Time is updated to the date and time of the return (Figure 5).
      
    This date displays next to IN in Contract Processing.     Further, this date and time may be changed if equipment is delivered and the Completed Pickup Date and Time is different from the Scheduled Pickup Date and Time.
      
    Contract Dates
    Figure 4: Promised In Date & Time    		 Contract Dates
    Figure 5: Returned Date & Time
     
     
     
  • Scheduled Delivery Date & Time:  Date and time when the equipment is promised to be delivered to the customer. This date and time display next to DATE/TIME DUE in the Transportation or Delivery screen (Figure 6).
     
    Completed Delivery Date & Time:  Date and time when the equipment is actually delivered to the customer. This date and time display next to DATE/TIME DONE in the Transportation or Delivery screen (Figure 6).
     
    Contract Dates
     Figure 6: Scheduled and Completed Delivery Date and Time
     
    Scheduled Pickup Date & Time:  Date and time when the equipment is promised to be picked up from the customer. This date and time display next to DATE/TIME DUE in the Transportation or Pickup screen (Figure 7).
     
    Completed Pickup Date & Time:  Date and time when the equipment is actually picked up from the customer. This date and time displays next to DATE/TIME DONE in the Transportation or Pickup screen (Figure 7).
     
    Contract Dates
    Figure 7: Scheduled and Completed Pickup Date and Time 
      
    These dates and times apply only if Delivery and or Pickup is used for this contract, quote, or reservation.
 
 
 
Other Dates
 
A contract also has a Posted Date which is the date the contract was completed and moved to history. This date does not display but is often available on reports and inquiries. The Posted Date is updated when an End of Day is performed (or closing the contract if on real time processing). A completed contract will have all the dates and times it had when it was a current contract along with this Posted Date.
 
 
 
Reporting Dates
 
Various ceFoundation reports will prompt for dates or ranges of dates. When prompted for these dates, please keep the following in mind:
 
  • The Return Date is the actual date the contract was returned, however, that does not necessarily mean that it will post the same day. If a customer returns equipment while the End of Day is being processed and you agree to complete the paper work after the process has completed, the contract will be returned as of that day but the contract will not be posted until End of Day is processed again.
     
    This may be confusing and lead to a contract being included or excluded when you do not expect it to be, p    articularly when this falls across an End of Month.
     
     
  • An Adjustment (ADJ) contract has the Out Date and Time and In Date and Time of when it was written, not when the original contract was written. Therefore the Adjustment may not be included on the same report as the original if it is not in the same date range.
     
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  • Contracts entered and/or returned for previous dates/times. If you enter and/or return a contract for a previous date after which you have run a report for that date range using the return date, the report will, of course, not include that contract. For accounting purposes, especially the DETAIL TAX REPORT, the Posted Date is usually the best choice as this mirrors your General Ledger updates. Running the DETAIL TAX REPORT for the return date can miss out contracts which are returned for a previous date.