Apply Weekly and Monthly Equipment Rates

Apply Weekly and Monthly Equipment Rates

Equipment Term Discounts - Weekly and Monthly Rates
This is a great feature and fully automated based on your input. This program will now apply Daily, Weekly and Monthly rates to equipment. The program will bill the full value and add a credit back to the invoice that will reflect the credits due for each piece of equipment and provide you the full details and summary of how the credit was calculated and applied. There is some set up involved on the price list but this can be done by simply exporting current price list to excel make the change then import back to convert back to the *.bdata file. 

IMPORTANT:  Be sure to check the box on the Equipment Input Dialog for the Equipment you want to include in the Terms Discount Feature. If you forgot to do this, go back and click on the first equipment item for each and click MODIFY. Check the box then say yes to the pop up message to apply this to all of the same items.

Below are the steps to set up for Weekly and Monthly Rates
Important – Understanding Weekly and Monthly Rates – See Example Below

Equipment Item Daily Rate is $200.00 Per Day.  

  1. To Figure Weekly Rate - Weekly Rate to be billed for Every 7 Days the Equipment Item is listed in the Bill. The Weekly Rate equals 5 Daily Rates also known as Days. To Get the Weekly Rate, take the Daily Rate of $15.00 x 5 = $75.00 (Weekly Rate)
  2. To Figure Monthly Rate - Monthly Rate to be billed for Every 30 Days the Equipment Item is listed in the Bill. The Monthly Rate equals 15 Daily Rates also known as Days. To Get the Monthly Rate, take the Daily Rate of $15.00 x 20.00 = $300.00 (Monthly Rate)
You Must Enter The Weekly and Monthly Rate on your Price List as Shown Below.  You MUST enter weekly and monthly - Both MUST have values.
Price List Set Up - From Excel



IMPORTANT NOTICE:  You Must have VALUE entered for Weekly and Monthly - If you enter a Weekly Rate then you MUST enter a Monthly Rate. Both MUST have values.   
  1. Open Price Data File Dialog from the Project Data Files Menu located on the left side of the Programs Main Interface.
  2. Click on the tab - Equipment and Tools - Click on the item you want to add Weekly and Monthly Rates to (You Must Have a Weekly and Monthly Rate)

Price List Set Up - From Price Data Dialog - Equipment


Once the Price List is Set Up Properly as shown above you will need to follow the instructions below in how to apply to Equipment Items
  1. To Enable Equipment Terms or CAPs - Open the Dialog as Shown Below

Understanding the Primary and Secondary - (Secondary is Optional and Is NOT required)

IMPORTANT NOTICE: Set Up Price List as Shown Above - This MUST be Completed Before Applying you can Apply Weekly or Monthly Terms
Be Sure to Read All Items Below to Understand Applying Weekly and Monthly Rates
  1. Understanding  Consecutive Days ONLY - You can Select to Yes or No - IMPORTANT INPUT NOTICE: If you enter your equipment one at a time for the same dates - Example you have 10 Air Movers on 08/01/2017 and you enter it one at a time for 10 inputs for the same date then you "MUST" select NO for consecutive days. This only applies if you enter your equipment one at a time as described above.  
  2. Applying Weekly Terms (Weekly Rates) -  The Default Value is 7 Days and can be modified to meet your requirement if needed - If you have 7 Days Set in the Primary - The logic is the equipment must meet 7 days billed before the Weekly Rate is applied.  Depending on the weekly rate you set on your price list will determine the credit that will be applied. Now you have a Second Option (Secondary Equipment Term Variable) as shown in image above - You "MUST" check the Box to Enable Weekly Variable and Monthly Variable - In the Dialog we have the first value set at 7,  the program will first check to see if this value is met first and if so it will be the value used for applying Weekly Rates for that Equipment Item. If the value is not met then program will then use the Secondary Weekly Variable value set if you have the Secondary Equipment Term Variable enabled.  If the Value (Days Billed) is met then this will be the value used for applying Weekly Rates for this Equipment Item. It will "NOT" use the Primary and Secondary values for the same item or item #, only one rule will be used. 
  3. Applying Monthly Terms (Monthly Rates) - The Default Value is 30 Days and can be modified to meet your requirement if needed - If you have 30 Days Set as Shown above - The logic is the equipment must meet 30 days billed before the Monthly Rate is applied. Depending on the Monthly rate you set on your price list will determine the credit that will be applied. Now you have a Second Option (Secondary Equipment Term Variable) as shown in image below - You "MUST" check the Box to Enable Monthly Variable - In the Example Below we have the primary value set at 30 so the program will first check to see if this value is met first and if so it will be the value used for applying Monthly Rates. If the value is not met then program will then use the Secondary Monthly Variable value set if you have the Secondary Equipment Term Variable enabled. If the Value (Days Billed) is met then this will be the value used for applying Monthly Rates for this Equipment Item. It will "NOT" use the Primary and Secondary values for the same item or item #, only one rule will be used. 
  4. Understanding Secondary Equipment Term Variable (Optional) - This is a separate rule and applied as such. So if you have an Air Mover ID #211 and it ran for a total of 24 Days - Primary is set at 7 Days Billed for Weekly and 30 Days Billed for Monthly and Secondary is enabled and set at 6 Days Billed for Weekly and 24 Days Billed for Monthly. Since the Equipment ran for 24 Days it did not meet the requirements of the primary for Monthly Rate but did meet the requirement for Weekly Rate so without the Secondary Enabled the program will apply Primary Rule and bill 3 Weekly Rates and 3 Daily Rates. Now if Secondary is Enabled it will then attempt to apply the Secondary Rule and since it meets the requirement for Monthly Rate the program will bill 1 monthly rate. 

Understanding the Primary and Secondary Settings

  1. Understanding Weekly Rates - The program will apply weekly rates when the requirement is met. If you have set the Weekly Rate for 7 Days Billed then equipment must run for at least 7 days to qualify for the weekly rate. Depending on if you selected Yes or No for Consecutive Days how the 7 days is calculated. If you Enabled the Secondary Equipment Term Variable and the Weekly is set at 6 Days Billed. It will first check the primary and if the item did not meet the 7 days then the program will attempt to apply the Secondary Equipment Term Variable Settings for Weekly.
  2. Understanding Monthly Rates - The program will apply monthly rates when the requirement is met. If you have set the Monthly Rate for 30 Days Billed then equipment must run for at least 30 days to qualify for the monthly rate. Depending on if you selected Yes or No for Consecutive Days how the 30 days is calculated. If you Enabled the Secondary Equipment Term Variable and the Monthly is set at 24 Days Billed. It will first check the primary and if the item did not meet the 30 days then the program will attempt to apply the Secondary Equipment Term Variable Settings for Weekly.  

Once you have the Price List Set up and the Terms Enabled you must select Terms on the Input Dialog

This can be completed during the Input or If you need to add this to an existing input click on the item and then use Modify to add

See Image Below -


  1. Click ENTER to apply the Equipment Term Discounts then go back to main program interface and click "Recalculate Bill" to apply Terms
  2. To Confirm that you have applied TERMS - Go to Equipment Input Page and make sure "Yes" is present in the Terms Column - See Image Below

IMPORTANT NOTICE FOR USERS THAT INPUT EQUIPMENT ONE AT A TIME FOR SAME DATE
  1. You must select "No" for Consecutive Days Only - Entering equipment one at a time for same date is a nonstandard entry and you must select "No" or equipment terms will not calculate correctly
Reports for Equipment Terms Discount Function Include
  1. Billing Terms Summary
  2. Billing Terms Worksheet 
  3. Worksheet Summary

Worksheet Summary
  1. In the example below, it details the Total Days Billed for the Air Scrubber at 16 and 7 Days - Allowing 2 Weekly Rates and 2 Daily Rates - 2 x 7=14 days with 2 days left over then the 7 days is equal to weekly rate.

Equipment Terms - As Shown on Invoice

To Print the Summary Report Page for CAPS and TERMS  
  1. To Print You First "MUST" Open the Summary Page
  2. Go to File
  3. Click on Print Bill Pages
  4. Click on Billing Terms Summary

How to get all (3) reports for Equipment Terms?
  1. You will need to Export Bill to Excel and all (3) terms reports will be available in the Excel® spreadsheet. See image below


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