YR Rental — Pickup Scenarios

Scenario 1

Standard 30-Day

Customer gives cancellation notice. 30-day window to coordinate and execute pickup.

Notification of Contract End

Mar 18, 2026 Entered by Sales Mgr

↓

Pickup Type ★ Key Field

Standard 30-Day

Pickup Required By

Apr 17, 2026 +30 days

Rental Pickup Requested Date

Apr 10, 2026 Freight scheduled

Outcome

Sales Manager has 30 days to book freight and get the ramp back. Pickup Required By = soft deadline for logistics.

⚡ YR4 Auto-Escalation: 10 days before Pickup Required By, Zoho automatically changes Pickup Type to Customer Hard Date. The soft deadline becomes a hard one — Sales Manager must act.

Scenario 2

Customer Hard Date

Customer has a firm date — ramp must be gone by then. Common with construction sites, leased properties, or facility handoffs.

Notification of Contract End

Mar 18, 2026 Entered by Sales Mgr

↓

Pickup Type ★ Key Field

Customer Hard Date

Pickup Required By ★ Key Field

Mar 28, 2026 ⚠️ urgent

Rental Pickup Requested Date

Mar 25, 2026 Must be ≤ Required By

Outcome

Pickup Required By is a hard constraint, not a guideline. Freight must be booked immediately. Missing this date = customer dispute or damage claims.

Scenario 3

Extended Stay

Customer not in a hurry to have ramp removed. Probably continues to use it and we're OK with that. Ramp stays longer than the standard 30-day post-cancellation window.

Notification of Contract End

Mar 18, 2026 Entered by Sales Mgr

↓

Pickup Type ★ Key Field

Extended Stay

Pickup Required By

— Left empty until Sales Manager sets a date

Rental Pickup Requested Date

— TBD, set when freight booked

Outcome

Cancellation notice is on record but no pickup urgency. Customer likely still using the ramp. Sales Manager enters Pickup Required By only when a firm date is eventually agreed upon. Ramp stays "Checked Out."

Rental Pickup Section — Field Reference

Notification of Contract End

Date customer formally notified Handi-Ramp of cancellation. Triggers YR2 (ramp → Available) when filled. Always entered first.

Pickup Type

Classifies the pickup scenario: Standard 30-Day, Customer Hard Date, or Extended Stay. Drives urgency and how Pickup Required By is interpreted.

Pickup Required By

Deadline for ramp removal. For Standard = 30 days after cancellation. For Hard Date = customer's firm date. For Extended Stay = left empty until Sales Manager agrees a date with the customer.

Rental Pickup Requested Date

Date freight pickup is actually scheduled. Set when freight is booked. Used in formula fields (Days Overrun, Est Days Remaining) to track execution vs. deadline.