Checkout Date / Checkout Time (Appointment, Agreement, Shuttle Agreement)

The Checkout Date (also known as the Date Out) is the date / time an appointment is scheduled for pickup or the customer was provided with a unit (agreements) or original unit (exchanges).

In any date field, press T on your keyboard for today's date, and use your keyboard arrows for the next and previous days.

Backdating or predating an agreement: You can only select a past Checkout Date if there is no overlap between two agreements with the same unit. You can only select a future Checkout Date if you assign a Unit Pending status to the agreement by clicking SAVE UNIT PENDING, which displays after selecting a future date. See "Checkout Date and Return Date rules" for the full list of rules regarding agreement date ranges.

Note: When editing an agreement, if you're updating the Checkout or Return Date, you can select a Reason (for example, Parts Availability, Awaiting Customer Authorization, or Work in Progress).

Note: If you open an agreement from an appointment scheduled for a future date/time, the Checkout Date/Time defaults to the current date/time (not the appointment's originally scheduled time) since you're completing the open process now. If the appointment's scheduled time has already passed or is happening now, the Checkout Date/Time defaults to the appointment's scheduled time, as usual.

ClosedCheckout Date and Return Date rules

Because units cannot be assigned to agreements with overlapping dates, the following rules apply to the Checkout Date and Return Date (or Expected Return Date) throughout the agreement process.

When opening an agreement:

  • the Checkout Date:
    • must be no later than now, the current date and time.
    • must be on or later than the Service Start Date of the assigned unit.
    • must be later than the most recent Return Date for the assigned unit and before the Checkout Date of the most recent agreement for the unit, if applicable.

    For example, if today is 3/10/2021 and a unit was assigned to agreements from 2/25/2021 - 2/26/2021, then 3/1/2021 - 3/3/2021, then an agreement can be opened between these agreements, if it starts on, say, 02/27/2021, as long as the expected Return Date and time is prior to 3/1/2021.

  • the Expected Return Date:
    • must be later than the Checkout Date.
    • if the unit is assigned to another agreement with a Checkout Date that falls after the Checkout Date of the current agreement, then the Return Date must be before the other agreement's Checkout Date. For example, if the Agreement A was opened on 4/3/2021, but the unit is also assigned to Agreement B that was opened on 4/6/2021, then the Return Date of Agreement A must be before 4/6/2021 in order to avoid conflicts.

When editing an agreement:

  • the Checkout Date:
    • must be no later than now, the current date and time.
    • must be on or later than the Service Start Date of the assigned unit.
    • must be later than the most recent Return Date for the assigned unit.
  • the Expected Return Date:
    • must be later than the Checkout Date.
    • if the unit is assigned to another agreement with a Checkout Date that falls after the Checkout Date of the current agreement, then the Return Date must be before the other agreement's Checkout Date. For example, if the Agreement A was opened on 4/3/2021, but the unit is also assigned to Agreement B that was opened on 4/6/2021, then the Return Date of Agreement A must be before 4/6/2021 in order to avoid conflicts.

When closing an agreement:

Note: The Checkout Date and Return Date are unavailable when performing a quick return.

  • the Return Date:
    • must be now (today's date) or prior to today's date
    • must be later than the Checkout Date
    • if the unit is assigned to another agreement with a Checkout Date that falls after the Checkout Date of the current agreement, then the Return Date must be before the other agreement's Checkout Date. For example, if the Agreement A was opened on 4/3/2021, but the unit is also assigned to Agreement B that was opened on 4/6/2021, then the Return Date of Agreement A must be before 4/6/2021 in order to avoid conflicts.

When reopening an agreement:

  • the Checkout Date:
    • remains the same as it was the last time it was updated.
    • must follow the same rules as when editing an agreement.
  • the Expected Return Date:
    • remains the same as it was the last time it was updated.
    • must follow the same rules as when editing an agreement.

When returning a unit during a unit exchange:

  • the Checkout Date cannot be edited.
  • the Return Date:
    • must be no later than now, the current date and time.
    • must be later than the Checkout Date.
    • if the unit is assigned to another agreement with a Checkout Date that falls after the Checkout Date of the current agreement, then the Return Date must be before the other agreement's Checkout Date. For example, if the Agreement A was opened on 4/3/2021, but the unit is also assigned to Agreement B that was opened on 4/6/2021, then the Return Date of Agreement A must be before 4/6/2021 in order to avoid conflicts.

When assigning a replacement unit during a unit exchange:

  • the Checkout Date must be the same as the Return Date of the unit being returned during the exchange.
  • the Expected Return Date:
    • must be no later than now, the current date and time.
    • must be later than the Checkout Date.
    • if the unit is assigned to another agreement with a Checkout Date that falls after the Checkout Date of the current agreement, then the Return Date must be before the other agreement's Checkout Date. For example, if the Agreement A was opened on 4/3/2021, but the unit is also assigned to Agreement B that was opened on 4/6/2021, then the Return Date of Agreement A must be before 4/6/2021 in order to avoid conflicts.

When unvoiding an agreement:

  • the Checkout Date:
    • remains the same as it was the last time it was updated.
    • must not conflict with the Checkout Date of another agreement; if so, a message is displayed: "Un-voiding agreement XXXXXX conflicts with agreement YYYYYYY. Agreement XXXXXX cannot be UN-voided".
  • the Expected Return Date:
    • remains the same as it was the last time it was updated.
    • must be later than the Checkout Date.
    • if the unit is assigned to another agreement with a Checkout Date that falls after the Checkout Date of the current agreement, then the Return Date must be before the other agreement's Checkout Date. For example, if the Agreement A was opened on 4/3/2021, but the unit is also assigned to Agreement B that was opened on 4/6/2021, then the Return Date of Agreement A must be before 4/6/2021 in order to avoid conflicts.