Transfer Customer Out

The Transfer Customer Out option allows you to transfer an existing active customer to another location within your corporation. If a customer has to move to another city or even across town, there may be a closer rental store in your corporation that could serve them better. In this case, you can transfer an active customer to another location.

To transfer an active customer to another location

1. Choose the customer you wish to transfer from the select customer grid.

The Transfer Customer Out screen is displayed.

2. Fill in the following fields, use the FIELD DESCRIPTIONS table below to help you fill in these fields correctly.

FIELD DESCRIPTIONS - TRANSFER CUSTOMER OUT
Select Location	The location is chosen to determine where the customer is to be transferred. The email address assigned to this location in the Location file, will receive the email which contains the files necessary for the transfer in at the receiving location. Choose the location for which this customer is being transferred. A drop-down box reveals a list of Locations previously input in the Location file. Highlight the correct location to select.
Select Reason	The reason chosen in this step is assigned as the termination reason for the agreements that are effectively being terminated through the transfer. Choose the reason for which this customer is being transferred. A drop-down box reveals a list of Termination Reasons previously input in the Termination file. Highlight the correct reason to select.
Select New Rating	The rating is assigned to the customer record at the Transfer Out store. The customer's record is not deleted, as this customer may want to rent from your location in the future. Choose the rating this customer will have after the transfer is complete. A drop-down box reveals a list of Ratings previously input in the Rating file. Highlight the correct rating to select.

The grid below includes items this customer is currently renting. Also included are items that are presently in service or on loan to this customer. All of these items will be transferred to the location the customer is being transferred to.

FIELD DESCRIPTIONS - ITEM INFORMATION
ItemID	This column contains the item number for each item associated with this customer. This could be active items, items currently in for service, or items loaned to this customer.
Description	This column contains the item description for each item associated with this customer.
Status	This column contains the status description for each item associated with this customer.
InvActivity	This column contains the inventory activity description as it would appear on an Item History report, for each item associated with this customer.
AgreementID	This column contains the agreement number (if applicable) for each active item associated with this customer.
Categoryid	This column contains the category code for each item associated with this customer.
Modelid	This column contains the model number for each item associated with this customer.
SerialNumber	This column contains the serial number for each item associated with this customer.

3. Click SAVE.

The progress is displayed on the screen.

TRANSFERS - INVENTORY IS TRANSFERRED FIRST
SHARED DIRECTORY\transferout\ETRN0002.0101.081003.1.xml
is ready and has been sent.
OK

This message tells you that the transfer of inventory items for this customer was complete and the email was automatically sent to the recipient associated with this location in the Location file. Click OK to continue.

Example:

SHARED DIRECTORY\tranferout\ETRN0001.0002.070302.2.xml is ready and has NOT been sent.
OK

When you do not have automatic emailing set up properly the message is displayed telling you the transfer is complete and the file is ready but it has not been sent. Click OK to continue. You MUST email / transfer this file to the other store manually. Consult your network administrator for instructions on copying transfer files manually.

Customer Transfer Complete
All data necessary to transfer the customer into location number '###' is contained in the xml file
SHARED DIRECTORY\storefilest\CUSTTRN00000512.0002.xml

This file will be emailed to the location immediately.
OK

This message is displayed when the customer transfer is complete.
Click OK to clear this message.

Use Corporate Edition

You must be using the Corporate Edition software in order to use this feature.

Use Corporate Edition
OPERATION > UTILITIES > COMPANY SETUP > MISC. INFORMATION TAB
Check this box if you are using The RAM System Corporate Edition software. Using the The RAM System Corporate Edition software, enables many options that are disabled if you are not using home office.

Once you have checked this box in Company Setup, it may be necessary to update and/or add records to the following files.
Distribution Groups
Divisions
Regions
Locations

RESULTS OF TRANSFERRING A CUSTOMER OUT

Transferring a customer out is only the first half of the process. The receiving location must also transfer the inventory and the customer in to complete the process.

Customer

The customer record is added to the records to be transferred in at the receiving location.
The customer's rating is changed to the rating the user specifies during this process.

Inventory
The inventory item(s) that were rented to this customer after termination or marked as transferred out.
A transfer record is created which can be transferred in at the receiving location.

Agreement
The agreement(s) that were rented to this customer are terminated.

The agreement information including, payment history are added to the records to be transferred in by the receiving location.
The agreement(s) will show the termination reason chosen during this process.

Loaner / Service

The loaner and/or service records for this customer are completed.

The system treats this transaction as a termination and an inventory transfer.

REPORTS

Item History

Agreement Payment Report

Customer History
Items Terminated
Terminations by Category

Summary Recap

Some frequently asked questions: (click each question for answer)

•	Why is this option disabled?

Remember, the system must be open in order use an option which changes or updates information.
Click Open the Day before using this option.

•	What is happening when I am transferring a customer out?

When you transfer a customer out:

The active agreement(s) are terminated.
The inventory associated with these agreement(s) is transferred. (XML files created for the receiving location)
The loaner and service records are completed/returned.

When you transfer a customer out, you are terminating the active agreements for that customer, returning from loan any items that customer has on loan, returns from service any items that the customer has in service and creates .xml files that are automatically (or can be manually) transferred to the receiving location.

Normally, if a customer wanted to transfer to another location, you would have to do all these steps manually and you still wouldn't be able to transfer the customer's payment history with him/her. But now you are able to transfer the customer and all the payment records associated with this agreement to the receiving location.