At minimum, one non-merchandise POS code is required for rentals. This code is the used when students are charged for rentals not returned to the store.

Additional non-merchandise codes are recommended. These additional codes would be used if you refund the rental price after the rental expiration date or refund replacement charges and fees after the student has been charged.

Non-merchandise POS codes are created in PrismCore Admin on the POS tab under Parameters in the Non Merchandise module <Ctrl+J 326>.

The required and recommended codes are listed in the table below. If you are a multi-location installation, create codes for each store location.

If you have PrismCore GL and you establish separate GL codes for new and used rental revenue, you will also want separate non-merchandise codes for new and used rental refunds after the expiration date.

Non-Merchandise Code	Purpose	Req/Rec
Rentals not returned fee/penalty	Used when students are charged for rentals not returned. The Rental NR column on the right must be checked for this non-merchandise code.	Required
Rentals not returned credit	For use when you refund a student the charges made for a rental not returned.	Recommended
Rental refunds after exp date	For use when you refund a student the full rental price for a rental returned after the return expiration date.	Recommended

Step-by-step instructions

In WP Admin, access POS Non-Merchandise <Ctrl+J 326>.
Click the yellow plus or press <F4> to add a new code.
Fill in the parameters by selecting the location, creating a description, and selecting the tax code appropriate for your local tax laws.
Select the appropriate GL from your chart of accounts if you use WP GL. Otherwise, leave this field blank.
Leave the Price at $0.00. (The fee/penalty will be based on parameters you will set up at Rental Number Maintenance. The amounts used for refunds and credits will be entered during the transactions as necessary.)
If the fee is discountable or refundable, check the appropriate box or boxes.
Leave the Insert field blank.
Leave the Master at No Group.
For the rentals not returned fee/penalty ONLY:

On the far right of the grid, check the Rental NR (Not Returned) box

Click OK.

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