Your System Preferences screen contains a multitude of settings that let you customize Current RMS to suit your company’s needs.
Use System Preferences to change:
- Locale settings
- Authentication settings
- Product settings
- Free text item settings
- Organization settings
- Opportunity settings
- Invoice settings
- Tax calculation settings
- Tax classes
- Revenue groups
- Cost groups
- Heatmap settings
There’s a link to System Preferences at the bottom of every page of your Current RMS system, under the “My Account” heading. You can also get to it by going to System Setup > Preferences.
Choose the default language for your Current RMS system. This applies to:
To change the language for your user account, click on your icon at the top-right and choose Edit your profile.
Choose a currency and adjust the currency symbol if you like.
Units of measurement
- Weight unit
- Distance unit
- Size unit
As well as signing in with your Current RMS account, you can sign in to Current RMS using your Google or Microsoft accounts. This is called Single Sign On (SSO).
Use the “Authentication Method” drop-down to restrict logins to Google or Microsoft accounts, meaning people can only sign in using accounts from those services.
Check out our guide: Sign in to Current RMS using Google or Microsoft
⚠️ Make sure you can log in successfully using Google or Microsoft BEFORE changing your authentication method. If you do not have a valid Google or Microsoft account with a matching user email address, you can lock yourself out of your system.
Product ‘Post Rent Unavailability’ text
Post rent unavailability lets you set an amount of time after your products come back from an opportunity that they are unavailable for.
For example, if some of your equipment needs to be cleaned upon return, you could set a day’s post rent unavailability so that item wouldn’t show up as available for other opportunities for one day after it came back.
This setting allows you to change the label name for this throughout the system, e.g. “Cleaning time”.
The availability period option determines the default time period used in your Current RMS system. Change your availability period here.
We’ve a guide that runs through the different availability periods, see: Change your availability period
Enforce stock availability
Toggle this setting to YES to stop Current from letting you overbook products.
You won’t be able to add more items than you have available to an order or reserved quotation, and you won’t be able to convert to these stages.
Auto convert overdue bookings to open-ended rentals
Change this setting to YES to automatically convert opportunities that have become overdue to open-ended rentals. When enabled, Current will check for overdue returns once an hour and change them so they’re open-ended. This means that the items on the opportunity will show up as booked indefinitely in your availability screens.
When an opportunity is automatically converted to open-ended, the opportunity owner and any user participants will also receive a discussion message notifying them of the change. This message will also detail any products or assets that are now overbooked as a result of the change.
Free text item settings
A text item is a line that you can add to an opportunity or invoice that’s not linked to your Resources. These settings apply defaults to text items that you create. Set:
- Tax class
- Rate definition
- Rental revenue group
- Sale revenue group
- Service revenue group
- Sub-rental cost group
- Purchase cost group
- Internal service cost group
- External service cost group
Default cash customer
Toggle to YES to set the “Cash customer” slider to default to YES when creating new organizations.
When creating an opportunity, you can choose the level of detail you can add when putting dates in:
- Standard scheduler
The standard scheduler has fields for charging start & end date, and delivery & collection date.
- Extended scheduler
The extended scheduler has fields for start & end date, as well as prep & de-prep, load & unload, delivery & collection, setup & takedown, plus an ‘in use’ date.
Choose the scheduler that best suits your business and the way you work.
When the standard scheduler is enabled:
- Current calculates the charging based on the charging start & end date, unless you have chargeable days is turned on.
- The delivery and collection dates tell Current when the items on the opportunity should be booked out (i.e. unavailable for other opportunities in the availability screens)
When the extended scheduler is enabled:
- Current calculates the charging based on the start & end date of the opportunity, unless you have chargeable days is turned on..
- All dates in the scheduler should fall within start & end dates; these dates tell your Current RMS system when the items on the opportunity are booked out.
Changing this setting will not update existing opportunities; if you create an opportunity using the standard scheduler and switch to the extended scheduler, that opportunity will still use the standard scheduler.
Default quotation status
The default quotation status is used when you create a quotation, convert a draft to a quotation or reinstate a lost or dead quotation. Choose from:
Any items added to an open quotation are marked as “quoted for,” but you can’t add stock allocations.
Items are marked as “quoted for” and you can provisionally allocate assets for products and bookable resources for products.
Products and services you add are taken out of availability immediately for this quotation, in the same way as orders.
Use chargeable days
Toggle to YES to set the “Use chargeable days” slider to default to YES when creating new opportunities.
Open ended rental
Toggle to YES to set the “Open ended rental” slider to default to YES when creating new opportunities.
Auto return serialized rental stock
Toggle to YES to automatically check-in and finalize serialized assets allocated to prior opportunities when allocating a serialized rental stock level to an order or reserved quotation.
By default, Current uses an automatic opportunity numbering system. Toggle the “Manual opportunity numbers” slider to YES to set your own opportunity numbers when creating an opportunity.
Otherwise, use the opportunity numbering section to configure your opportunity numbers. Set a prefix, choose your number length, and set the next number in the sequence. The “Preview” box will give you an idea of how your opportunity numbers will look.
Choose the default terms for your invoices. Set the days and select whether the terms are from the date of the invoice, or from the end of the invoice month.
If you choose “days from start date,” the invoice due date is set using the earliest start date of the source opportunities.
If you choose “days from end date,” the invoice due date is set using the latest end date of the source opportunities.
Invoice & credit note numbering
By default, Current uses an automatic invoice numbering system. Toggle the “Manual invoice numbers” slider to YES to set your own numbers when creating an invoice or credit note.
Otherwise, use the invoice numbering section to configure your invoice and credit note numbers. Set a prefix, choose your number length, and set the next number in the sequence. The “Preview” box will give you an idea of how your opportunity numbers will look.
Part invoicing settings
Final Invoice Credit Text
This is the text that appears on your final invoice to deduct part invoice charges. Change the text here.
Tax Class and revenue group
Specify the tax class and revenue group used when creating part invoices from an opportunity or project, and on the final invoice credit line.
Tax calculation settings
⚠️ If you’ve linked to Xero or QuickBooks Online, check out our guides on choosing the best setup to ensure consistency between systems:
Tax calculation method based on
Choose whether the tax calculation method is based on the unit price, the row total, or the total of the opportunity/invoice.
Tax calculation based on
Choose whether the tax calculation is based on the organization’s billing address, the delivery address, or the delivery origin (i.e. the store address).
Apply customer tax
Choose whether to calculate tax before or after discount.
Choose whether or not the prices you enter when setting up the products in Current RMS are inclusive or exclusive of tax.
Select a tax class that will be the default when creating new products and organizations.
When posting to Xero or QuickBooks Online, Current uses revenue groups to map revenue. Use these settings to configure the default revenue groups.
Choose the cost group that Current RMS defaults to when adding new costs to an opportunity here.
Activity heatmap high value
When you set the activity calendar to monthly, you’ll see numbered tiles representing the number of activities on a particular day. The color of the tiles changes depending on the number of activities scheduled that day; the larger the number of activities, the ‘hotter’ the color will be, changing from a pale yellow to bright red.
The default activity heatmap high value (i.e. what’s bright red) is 10, but you can change that here.
Planner heatmap high value
Similar to the activity heatmap high value, change the number here to set the number of opportunities considered ‘hot’ at the top of the job planner.