This article assumes that you have already set up skip rentals within Weighsoft. If not then please refer to the Rentals Setup article found here.
Rental charges in Weighsoft are generated separately from invoice runs, so it’s important to complete this process before generating invoices. This article outlines how to manually create a rental charge run and explains scenarios where charges may be generated automatically.
Creating a Manual Rental Charge Run
To manually generate rental charges:
Steps:
Navigate to Modules
Click Skips, then select Skip Rental Charges
At the top of the screen, you’ll see a yellow box displaying the formulae used to calculate rental charges
Key Fields to Configure:
Date:
This is the end date for the rental charge period. The system will calculate charges up to and including this date, starting from the Last Rental Date on each skip order.Account (Optional):
You can run charges for a specific account by selecting it from the dropdown or searching by name/account number.Exclude Closed Orders:
By default, closed orders are excluded. Untick this box if you want to include closed orders — especially useful if rental charges are not auto-generated upon collection (see the below section for more information on this)
Once your options are set, click Run.
Result:
A red message will confirm how many rental charges were created (e.g., “5 rental charges created” or “0 rental charges created”).
The Last Rental Charge Date on each relevant skip order will be updated.
Charges will appear as Single Charge Transactions (highlighted in red) and are ready for invoicing.
Automatically Generated Rental Charges
Rental charges can also be generated automatically under certain conditions:
1. Job Completion Settings Enabled
If either of the following settings are enabled in Skip Rental Settings:
Use Job Completion for RentD
Use Job Completion for Rent All
Then a rental charge will be created automatically when a Collection (COL) job is completed.
The charge will cover the period from the Last Rental Date to the Collection Date
The charge run will contain a single charge
The “User Started” field will reflect the user who completed the collection job
2. Qty Multiplier Function Enabled
If the Qty Multiplier feature is active (used to manage multiple skips on a single order), rental charges will be generated automatically upon collection — regardless of whether the Job Completion settings are enabled.
Summary
Method | Trigger | Notes |
Manual Run | User initiates via Skip Rental Charges screen | Must be done before invoice generation |
Automatic via Job Completion | Collection job completed | Requires Job Completion settings to be enabled |
Automatic via Qty Multiplier | Collection job completed | Overrides Job Completion settings |
If you're unsure which settings are currently enabled or need help configuring them, please contact the support team for assistance.
Troubleshooting / Charges not generating
When a skip order is setup to charge rentals you may encounter issues where it does not generate or generates for the wrong number of days. There are a several reasons for this:
There is no skip recorded on site.
The Rental Day Allowance and/or Last Rental Date is misconfigured.
No rental charge is recorded
In order to confirm the state of the skip order:
Enter the Order Number in the navigation menu search box
Hover over ALL and click By Skip Orders
If several results are given, click on the skip order you are having the issue with
Click on the Extra Charges tab in the order
If you do not have a rental charge with a unit of RENTD, RENTM or RENTY set in the extra charges list the order will not be picked up for rental charging.
If there is a rental charge against the order clock on the Cog next to the Extra Charges tab and check the Rental Day Allowance and Last Rental Date values.
The Rental Day Allowance should be set the number of "free" days to be factored and the Last Rental Date should be the date you are looking to charge from. If either of these values is incorrect, amend the value and click Save on the order.
If the rental charge date and allowance is correct the most likely reason is there is no skip on site. To confirm this click History and check the last movement, if there is no movements in the history or the last job is a Wait and Load, Collection or Service, the order is considered to not have a skip on site so rental will not be generated.
To correct this the times on the job must be amended if they are out of line, or a dummy (zero charge) job needs placing against the order to correct the status.