NORGATE
               


Software solutions | RentalTrader


 
 
RentalTrader is an efficient business management solution for companies, whose basic activities are:
  • Rental of goods and inventory;
  • Trade;
  • Transport services.
Please take a look at RentalTrader brochure here.

The software allows to accomplish the following activities necessary for the company:
  • Record keeping on clients and suppliers (automatic notification via e-mail);
  • Possibility to show several client’s objects or branch offices, where rented goods will be delivered;
  • Maintenance of records on communication with clients (CMS);
  • Automatic generation of rental documents by selecting list of goods and rental rate;
  • Automatic generation of acceptance and handing-over certificate from rental document upon dispatch and receipt of goods in warehouse;
  • Automatic generation of invoices for rental services for all clients renting goods;
  • Drawing up of bills of lading, invoices and warrantee vouchers of goods;
  • Printing of standardized rental agreements with client’s details, deadlines and list of selected goods;
  • Function of several warehouses;
  • Access definition for system users;
  • Control of debtors and creditors;
  • Reports on movement of goods;
  • Review and printing of reports on income, expenses and turnover;
  • Record-keeping on car fleet;
  • Record-keeping on transport services (detailed record of time and mileage) and automatic generation of invoices;
  • Other useful functions.
The software is based on Interbase and PHP interconnection. Its main control tools are Internet explorer software – Internet Explorer, Opera, Mozilla, etc. It is possible to control and follow the activities of the company, using Internet access or local network.


Possibilities and functions of the software RentalTrader:
 
 
CLIENTS

In the part Clients it is possible to add new clients and information on them:
  • Client type: purchaser, supplier, purchaser/supplier;
  • Selection of client’s manager;
  • Client’s title and details;
  • Payment after delivery (in days);
  • Possibility to add client to the list of clients, to whom general information can be sent via e-mail;
  • List of client’s employees and authorised persons;
  • Overview of rented materials;
  • Overview of client agreements;
  • Possibility to inform clients on delayed payments and payments due;
  • Possibility to draw up and print authorizations for client representatives;
  • Possibility to add client to any of debtor groups, which ensures placement of additional reminders and prohibitions upon goods dispatch or preparation of outgoing documents, for example, in cases when client continuously does not settle invoices;
  • Record-keeping on communication with client – date of communication, issue, notes, next date of communication;
  • Possibility to select clients to get in touch with on a particular date;
  • Possibility to add new client object.
This part allows also to search clients according to name and other criteria.
 
 
OBJECTS

Possibility to add new object stating the following information:
  • Name
  • Client
  • Manager
  • Contact person
  • Contact information
  • Notes
BANKS

This part allows to add and delete banks as well as to state name, code and SWIFT code of a particular bank. Information of banks entered is available in menu upon entering of information on client.
 
 
WAREHOUSE
  • Search of goods in warehouse(s);
  • Detailed list with information on found goods (quantity in warehouse, reserved quantity and link to rental document, link to report on location of rented goods, link to purchase document);
  • Possibility to transfer selected goods to other warehouse;
  • Total value of selected goods in warehouse;
  • List of all goods in warehouse;
  • Possibility to transfer goods to other warehouses.
INCOMING DOCUMENTS

This part allows to add incoming documents and the following information on them:
  • Supplier
  • Type of document: bill of lading, invoice, cashier’s check, warranty
  • Means of payment: bank, cash, non-payable
  • Document date
  • Document serial number
  • Document number
  • Date of settlement of payment for goods or services
  • Delivery date of goods
  • Total (without VAT)
  • VAT
  • Total
After drawing up incoming documents, the next step is recording of particular goods and their registration in warehouse. It is possible to establish quantity and price of the goods.
This part allows to search incoming documents according to several criteria:
  • All incoming documents;
  • Invoices, bills of lading, not signed, unpaid, received form a particular supplier, by date.
The result can be sorted by date of document, serial number, number of document, client, sum, sum paid.
It is possible to print incoming documents in the format of a bill of lading or invoice.
 
 
OUTGOING DOCUMENTS

This part allows to add new outgoing documents and the following information on them:
  • Client, which can be selected from the list of clients or searched;
  • Object, where goods will be delivered (delivery address if it differs from the client’s address);
·         Sales manager, which can be selected from the list of managers;
·         Type of document: bill of lading, invoice, cashier’s check, invoice/advance payment, warranty;
  • Rental type, if it is necessary to classify rental types and later in reports to see data on each rental type separately;
  • Means of payment: bank, cash, non-payable, returned goods;
  • Date of document, delivery date;
  • Serial number and number of document;
  • Payment settlement date;
  • Currency of payment;
  • Add notes.
After creation of the outgoing document, the next step is to add particular goods from warehouse. It is possible to state quantity of goods and a different price, if it does not match the price indicated in the goods classifier.
Incoming documents in this part can be searched for by several criteria:
  • All incoming documents;
  • Invoices, bills of lading, not signed, unpaid, received from a particular supplier, by date.
The result can be sorted by the document date, serial number, document number, client, sum, paid sum.
It is possible to print the outgoing document in the format of bill of lading or invoice, see its details or edit.
 
 
RENTAL DOCUMENTS

This part allows to add new rental documents and the following information on them:
  • Client, which can be selected from the list of clients or searched;
  • Object, where goods will be delivered (delivery address if it differs from the client’s address);
  • Sales manager, which can be selected from the list of managers;
  • Document status: offer, reservation, active (goods have already been handed over to client), finished (goods are returned to warehouse);
  • Type of rental if it is necessary to classify types of rental and later in reports to see data on each type of rental separately;
  • Number of days in rental calculation:
    • only working days;
    • including weekends/holidays;
  • Rental rate:
    • Certain percentage from the selling price;
    • Fixed sum;
  • Date of offer;
  • Handing-over date;
  • Rental document number;
  • Planned rental start date;
  • Planned rental end date;
  • Currency;
  • Exchange rate;
  • If goods whose measurement unit is m2 are rented, the following information can be stated:
    • volume in m2;
    • rental price for m2;
  • Discount;
  • Validity term of offer;
  • Add notes.
After creation of the rental document, the next step is to add particular goods from warehouse. It is possible to state quantity of goods, price and rental per day in case it does not match the data stated in the classifier.
Documents in this part can be found according to several criteria:
  • All rental documents;
  • By type: offers, reserved, active (goods are handed over), finished (all goods are returned), unfinished;
  • By date, client, object.
It is possible to print the rental offer, list of materials and rental agreement with added list of goods, see its details or edit.
 
 
GENERATION OF RENTAL DOCUMENTS

It is possible to see handed-over goods (not returned in warehouse with the handing-over certificate) to all clients in particular period and generate outgoing documents (invoices/bills of lading) for them. In the list those rented goods will be seen, for which outgoing documents are not prepared. It will be possible to prepare invoice for each client for rental services provided stating the goods, their number, rental rate and sum.
Generated invoices can bee seen and printed in the part Outgoing Documents. It is possible also to select and print several invoices simultaneously.
 
 
GOODS

In this part it is possible to search goods by their name, code, serial number. In this part it is possible to add, delete or edit categories, groups and sub-groups of goods. It is also possible to transfer goods entered in classifier to other sub-groups.
After creation of category, group and sub-group, it is possible to add goods and the basic information on them:
  • Name of goods;
  • Supplier;
  • Code of goods;
  • Bar-Code,
  • Warranty of goods;
  • Measurement unit of goods;
  • Rate of return from goods in per cent;
  • Sales price of goods;
  • Number of units included in a price;
  • Notes and different other parameters.

TRANSPORT

In this part it is possible to carry out planning, record-keeping and control of transport services rendered to clients, see overviews on completed and uncompleted deliveries of goods.
Upon creation of a new transport document, the following information is to be stated:
  • Client, object;
  • Transport manager;
  • Incoming (is to be brought to client) or outgoing (is to be brought from client) transport;
  • Document number;
  • Document creation date and time;
  • Planned date and time of service provision;
  • Type of transport;
  • Transport unit;
  • Link to communication view or addition;
  • Notes;
  • Possibility to add list of goods planned for delivery to client.
After provision of services, details on time spent on the way during delivery of goods or mileage are entered in the system. According to this data price for services will be calculated and transport invoices generated.
In this part it is possible to search transport documents by several criteria:
  • By status: incoming, outgoing, not signed, active, delayed;
  • By date, client, object;
  • By vehicle, driver, transport type;
  • By manager.
It is possible to print transport services form with data of client, vehicle and driver, where driver fills in information on mileage or time spent on the way and the client’s representative signs upon receipt of goods.
 
 
GENERATION OF TRANSPORT DOCUMENTS

Possibility to see transport services rendered to all clients in particular period and generate outgoing documents (invoices/bills of lading). In the list those services will be seen, for which outgoing documents are not prepared. For each client invoice or bill of lading will be generated for transport services provided stating the date of service provision, mileage or number of hours spent on the way, rate and sum.
Generated invoices can be viewed and printed in the part Outgoing Documents. It is possible also to select and print several invoices simultaneously.
 
 
ADMINISTRATION
  • Users – add, edit, delete users and specify user’s rights;
  • Managers – add, edit, delete managers;
  • Language – possibility to change software language or translate words and terms used in the software into another language;
  • Warehouses – add, edit, delete warehouses;
  • Currency – add, edit, delete currencies and their exchange rates (automatic update of exchange rate from the Internet possible);
  • Company details – possibility to change details of a company seen on all outgoing documents;
  • Types of transport – add, edit, delete types of transport;
  • Vehicles – add, edit, delete vehicles and indicate information on vehicles:
    • Type of vehicle, title, registration number, driver, rate per hour, rate per km;
  • Conclusion of periods – possibility to indicate start and end dates of period and state, which parts will be closed:
    • Outgoing documents;
    • Incoming documents;
    • Rental documents;
    • Transport documents;
    • Agreements.
Users cannot edit data, delete or add documents or their details in closed periods without respective rights.
  • Groups of debtors – add, edit, delete titles of debtor groups and texts of warnings to users of system, as well as to state rights.
REPORTS

Possibility to see reports in different sections, stating particular period, client, warehouse, group of goods, manager, etc.
  • Profit/Income;
  • Turnover/Turnover by rental types;
  • Transport services/periods;
  • Payments;
  • Rental materials with clients;
  • Rented materials in m2;
  • Report on debtors;
  • Unpaid bills of lading;
  • Payments;
  • Report on weight of rented materials;
  • Report on materials in warehouse;
  • Other.
It is possible to adjust the software RentalTrader to needs of particular client through implementation of necessary changes.



If you would like to receive additional information on the software RentalTrader or schedule a software presentation, please contact us!