Rep reviews locations of available ramps. Generates a YR rental quotation based, in part, on the proximity of available ramps to the customer.
🔵 Zoho👤 Rep
2
Customer approves YR rental quotation
Rep receives customer approval to proceed. Prepares and sends a Sales Order for customer review.
🔵 Zoho👤 Rep
3
Create SO in Zoho
Rep creates new Sales Order. Sets Order Type = Initial Order. Fills account, contact, ship-to, rental start date, estimated months.
🔵 Zoho👤 Rep
4
Standard SO progression
SO signed · proof of insurance received · pre-payment collected · management review and approval.
🔵 Zoho👤 Sales Rep + Management
5
Re-enter SO into Genius
Customer Service manually creates the matching order in Genius ERP for invoicing and asset tracking.
🔧 Genius ERP👤 CS
6
Assign YR Equipment in Zoho
Sales Management selects the physical ramp from the YR Equipment lookup — choosing a ramp that is Available and ideally close to the customer.
🔵 Zoho👤 Sales Management
⚡
YR1 fires automatically
Ramp status → Checked Out. Genius ID copied to Ramp No. field on SO. No rep action needed.
⚡ Zoho Automation
7
Ramp ships · initial invoice generated
CS receives shipment BOL with in-service date. Generates initial rental invoice in Genius. Updates Zoho SO with invoice and in-service date.
🔵 Zoho🔧 Genius ERP👤 CS
8
Accounting applies pre-payment
Accounting team applies the collected pre-payment to the initial rental invoice in Genius.
🔧 Genius ERP👤 Accounting
9
Customer gives contract end notice
Sales Management sets Notification of Contract End and Contract End Date on the Initial Order SO. 30-day clock starts.
🔵 Zoho👤 Sales Management
⚡
YR2 fires automatically
Ramp status → Available. Ramp now shows as re-rentable in the fleet.
⚡ Zoho Automation
⚡
YR4 fires automatically — 10 days before Pickup Required By
If Pickup Type is Standard 30-Day, Zoho auto-escalates it to Customer Hard Date. Sales Management is now on a hard deadline to arrange freight.
⚡ Zoho Automation
🏁 Rental complete — ramp available for next customer
Process 2
Monthly Rental Charge
Ongoing rental · repeats each billing month
1
New billing month begins
Rental is ongoing. Sales Management generates a new SO for this month's invoice.
🔵 Zoho📅 Monthly trigger
2
Clone prior month's SO
Sales Manager opens last month's SO and clicks Clone. Account, contact, ship-to, ramp info all carry over automatically.
🔵 Zoho👤 Sales Management
3
Set Order Type = Monthly Rental Charge
Sales Management sets the Order Type field to Monthly Rental Charge. This is the trigger that kicks off automation.
🔵 Zoho👤 Sales Management
⚡
YR3 fires automatically
Zoho finds the original Initial Order for this account and links it. Copies YR Equipment and serial number. Strips freight line items — leaving just the monthly rental charge.
⚡ Zoho Automation
4
Re-enter into Genius
Customer Service creates matching monthly invoice in Genius ERP for billing.
🔧 Genius ERP👤 CS
Each month — is the rental still active?
✅ Yes
Return to Step 1 next month
❌ No — Contract Ending
Sales Manager sets Notification of Contract End date on Initial Order → YR2 fires → ramp = Available
🔁 Repeat monthly until Notification of Contract End received