Abstract:
An entity records system for tracking information pertaining to a plurality of entities is disclosed. The entity records system preferably includes an entity identification capture to record identification information for each entity, a revenue capture to record revenue information for the entity, a delinquency data capture to record account delinquency information for each entity and a negative payment history capture to track the negative payment history for each entity. The entity records system is preferably available over a network having at least one computer-server in communication with the users.

Description:
FIELD OF THE INVENTION  
         [0001]    The present invention relates generally to an electronic entity records system, and more particularly, to a records system that tracks contact information as well as financial, legal, and administrative transactions for a business having numerous centers or dealers.  
         BACKGROUND OF THE INVENTION  
         [0002]    The equipment rental business, particularly rental of moving equipment, is a pervasive business that is most successful when a rental location exists in each neighborhood. When a customer needs to rent moving equipment, the customer will seek a local business that will provide a truck, dolly, trailer or other such equipment. To provide a convenient rental location for prospective customers, it is in the interest of a central business concern to have dealerships and centers in every neighborhood. For a successful large national company, the number of dealers and centers affiliated with the central business concern could exceed tens of thousands of locations. To maintain management control over these locations, a central business concern will need an entity records system to track contact information, as well as financial, legal and administrative information for each location or entity.  
           [0003]    The entities affiliated with the central business concern generally earn a commission based on the gross revenues generated by the rental of equipment or sale of support rental items. To provide an accurate accounting of the commission earned by each entity, there is a need for a system that tracks the commission rate earned by each entity, the gross revenues for each accounting period, and the commission earned for each accounting period. Furthermore, it will be necessary to track any payments made by the central business concern to each entity as commission.  
           [0004]    When the central business concern evaluates its business relationship with a particular entity, it will be helpful to know whether the entity has been delinquent in transacting with the central business concern and whether the entity has had an extensive negative payment history. In this regard, it is desirable to provide an entity records system that tracks the number of delinquent transactions for which each entity is responsible, a description of the delinquency and the date on which the delinquency was incurred. Furthermore, it is desirable to track each entity&#39;s negative payment history by reporting any returned checks or missing payments for which the entity is responsible.  
           [0005]    Accordingly, there is a need for an entity records system that tracks detailed information pertaining to each entity within a central business concern, especially for tracking financial, legal, administrative and contact information.  
         SUMMARY OF THE PREFERRED EMBODIMENTS  
         [0006]    An electronic entity records system is disclosed for tracking information pertaining to dealers and centers affiliated with a central business concern. The information is stored in the system and is retrievable by a user preferably through the use of graphical interfaces of a browser-based system. In a preferred embodiment, the records system provides contact information, as well as financial, legal and administrative information for the various centers and dealers.  
           [0007]    In a preferred embodiment of the invention, the entity records system includes a general information feature that provides contact information such as the name, location, telephone number and hours of operation for each entity. Each entity is preferably identified by an entity number, entity type and entity class.  
           [0008]    In addition to providing basic contact information, the system preferably provides a revenue tracking feature that displays the commission and gross revenues earned by each entity. For historical purposes, the system preferably stores commission and gross revenues information for a specified period of time prior to the current date. If a commission check has been paid to the entity, the system preferably provides the check number, date and amount of the payment.  
           [0009]    In a preferred embodiment of the invention, the entity records system includes a delinquency tracking feature that reports any delinquent transaction performed by the entity. The delinquency tracking feature preferably displays the number of delinquent transactions for which each entity is responsible. If the central business concern overrides a delinquency, the delinquency tracking feature displays an adjusted delinquency count. A delinquency detail section is provided to specify the date and reason for the delinquency. If an override has been granted, the delinquency detail section also identifies the adjustment and displays an explanation for the adjustment.  
           [0010]    The electronic entity records system preferably includes a negative payment history feature that identifies any bank returned checks, company returned checks, and missing checks or bank deposits. If an entity is required to make payments by certified funds, the system will identify the date that the requirement was imposed and the reason for the imposition of the requirement.  
           [0011]    Other objects, features and advantages of the present invention will become apparent to those skilled in the art from the following detailed description. It is to be understood, however, that the detailed description and specific examples, while indicating preferred embodiments of the present invention, are given by way of illustration and not limitation. Many changes and modifications within the scope of the present invention may be made without departing from the spirit thereof, and the invention includes all such modifications. 
       
    
    
     BRIEF DESCRIPTION OF THE DRAWINGS  
       [0012]    The invention may be more readily understood by referring to the accompanying drawings in which:  
         [0013]    [0013]FIG. 1 depicts a preferred embodiment of the general information feature of the present invention;  
         [0014]    [0014]FIG. 2 depicts a preferred embodiment of the revenue tracking feature of the present invention;  
         [0015]    [0015]FIG. 3 depicts a preferred embodiment of the delinquency tracking feature of the present invention;  
         [0016]    [0016]FIG. 4 depicts a preferred embodiment of the negative payment history feature of the present invention;  
         [0017]    [0017]FIG. 5 depicts a preferred embodiment of the business codes feature of the present invention;  
         [0018]    [0018]FIG. 6 depicts a preferred embodiment of the mailing information feature of the present invention;  
         [0019]    [0019]FIG. 7 depicts a preferred embodiment of the owner identification feature of the present invention;  
         [0020]    [0020]FIG. 8 depicts a preferred embodiment of the special instructions display of the present invention;  
         [0021]    [0021]FIG. 9 depicts a preferred embodiment of the contract information feature of the present invention;  
         [0022]    [0022]FIG. 10 depicts a preferred embodiment of the month to date adjustment report of the present invention;  
         [0023]    [0023]FIG. 11 depicts a preferred embodiment of the year to date adjustment report of the present invention;  
         [0024]    [0024]FIG. 12 depicts a preferred embodiment of the pre-formed queries of the present invention;  
         [0025]    [0025]FIG. 13 depicts a preferred embodiment of the current dealer delinquencies query of the present invention; and  
         [0026]    [0026]FIG. 14 depicts a preferred embodiment of the response to the current dealer delinquencies query of the present invention. 
     
    
       [0027]    Like numerals refer to like parts throughout the several views of the drawings.  
       DETAILED DESCRIPTION OF THE PREFERRED EMBODIMENTS  
       [0028]    The electronic entity records system  10  of the present invention enables a central business concern having multiple centers or dealers to store and retrieve contact information, as well as financial, legal, and administrative information for its various centers or dealers. A “center” as used herein is defined as an entity owned by the central business concern. A “dealer” as used herein is defined as an entity affiliated with the central business concern but owned by an independent contractor. It is envisioned that the electronic entity records system  10  of the present invention can be used in connection with any type of business affiliate, including but not limited to vendors, suppliers, and manufacturers, and is not intended to be limited to any business affiliation specifically described herein. The centers, dealers, vendors, suppliers, manufacturers and other business affiliates are collectively referred to herein as “entities.” 
         [0029]    In a preferred embodiment of this invention, the system is used to track information pertaining to centers and dealers. Each center or dealer is part of a route. A route is preferably selected to group dealers or centers that are in the same general geographical area. The central business concern preferably includes a plurality of marketing companies, each marketing company supervising a plurality of routes. More preferably, the central business concern includes a plurality of districts, each district including numerous marketing companies.  
         [0030]    [0030]FIG. 1 depicts a preferred embodiment of the general information feature  50  of the present invention. The general information feature  50  provides basic information about the name, location, phone numbers, and primary business information about the entity. In a preferred embodiment of the invention, the general information feature  50  includes the entity number  52 , the entity class  54 , the entity type  56  and the open date  58  for the entity. The entity number  52  is a number that is assigned to each entity for identification purposes. The entity class  54  identifies the category to which the entity belongs for the purpose of determining commission rate earnings. The entity type  56  identifies the entity as a dealer, center, or other type of entity. The open date  58  indicate the date on which the entity was first opened for business.  
         [0031]    To identify the supervisory organizational structure, the general information feature  50 , preferably identifies the district number  60 , the marketing number  62  and the route number  64  to which the entity belongs. If the entity has been closed, the general information feature  50  indicates the close date  66 , the final report date  68 , and the reason for closure  70 .  
         [0032]    The business/location information section  72  preferably includes the name of the business  74 , the address  78 , city  80 , county  82 , state  84 , zip code  86  and telephone numbers  88 . The business name  74  provided preferably includes the name used for marketing purposes  75 , the long name  76  and the corporate name  77  of the entity. More preferably, the business/location information section  72  includes the business hours  90  of the entity, including an indicator of whether the entity is open  24  hours  92 , Saturdays  94  and Sundays  96 .  
         [0033]    [0033]FIG. 2 depicts a preferred embodiment of the revenue tracking feature  100  of the present invention. The revenue tracking feature  100  displays the commission and gross revenue information for a specified entity. In a preferred embodiment of the invention, the revenue tracking feature  100  includes a prior month commission  102 , the prior month gross revenues  104 , the fiscal year to date commission  106 , the fiscal year to date gross revenues  108 , the calendar year to date commission  110 , and the calendar year to date gross revenues  112 . The revenue tracking feature  100  preferably provides the gross revenue and commission information with respect to the current year  114  and the previous year  116 . The previous year  116  information preferably includes the fiscal year commission  118 , fiscal year gross revenues  120 , calendar year commission  122 , and calendar year gross revenues  124 .  
         [0034]    In a more preferred embodiment, the revenue tracking feature  100  provides commission check information  130 . The commission check information  130  preferably includes the check number or transaction identification  132 , the date of the check or transaction  134 , and the total amount of the check or transaction  136 . The total amount  136  is calculated by subtracting the total charges  138  incurred by the entity from the entity&#39;s total credits  140 .  
         [0035]    [0035]FIG. 3 depicts a preferred embodiment of the delinquency tracking feature  150  of the present invention. The delinquency tracking feature displays information pertaining to the delinquencies of a specified entity. In a preferred embodiment of the invention, the delinquency tracking feature  150  preferably includes the entity number  152 , the type of reporting system  154  that is used by the entity in reporting gross revenues and commission, the actual calendar year to date delinquency count  156  and the actual fiscal year to date delinquency count  158 . The actual delinquency count includes all delinquencies created at any time on the system mainframe.  
         [0036]    Under some circumstances, it may be possible for an entity to obtain a delinquency override. For example, if a check that the entity provides to the central business concern is returned due to a bank error, the returned check will constitute a delinquency. However, because the returned check was due to a bank error and not due to any fault on the part of the entity, the central business concern may override the delinquency. In this situation, the actual delinquency count would reflect a delinquency for the returned check but the adjusted count  160  will not include a delinquency for the returned check. Similar overrides may be provided in situations wherein the entity was not at fault in causing the delinquency or special circumstances that warrant the pardon of the delinquency.  
         [0037]    A delinquency detail information section  162  preferably provides specific information pertaining to each delinquency. In particular, the detail information section  162  provides the report date  164 , accounting period  166  and year  168 , the reason  170  for the delinquency, any adjustments  172  and an explanation  174  for the adjustment. If the reason for the delinquency is a late payment, the postmark date  176  of the payment is also provided.  
         [0038]    If circumstances warrant, the entity may be excused from any delinquencies incurred during a specified period. The delinquency tracking feature  150  preferably identifies the period  178  for which the entity is excused from delinquencies. In the embodiment shown in FIG. 3, the delinquency tracking feature includes check boxes  180  for each week of the current month. By selecting a checkbox, the user identifies the week for which the entity is excused from any delinquencies.  
         [0039]    For historical purposes, the delinquency tracking feature also includes an actual prior calendar year delinquency count  182  and its corresponding adjusted count  184 , and the actual prior fiscal year delinquency count  186  and its adjusted count  188 .  
         [0040]    [0040]FIG. 4 depicts a preferred embodiment of the negative payment history feature  200  of the present invention. The negative payment history tracks the returned checks, missing deposits, missed payments and other negative payment history of a specified entity. In a preferred embodiment of the invention, the negative payment history feature  200  includes the entity number  202  and the bank returned checks  204 . Each bank returned check  204  is preferably identified by the date  206  of the check, the amount  208 , the accounting period  210  and year  212 , and an explanation for the check&#39;s return  214  by the bank.  
         [0041]    For some entities, the central business concern may have placed the entity on probation, accepting only certified checks from such entity. If the central business concern places a requirement of providing certified funds, the requirement is recorded in the certified funds section  250 . The certified funds section  250  preferably identifies the date on which the requirement is instituted  252 , the date that the requirement is lifted  254 , the reason  256  that the requirement is imposed, and the explanation for removal of the requirement  258 , when the requirement is removed.  
         [0042]    If an entity on probation presents a non-certified check to the central business concern, the non-certified check is returned, and the transaction is recorded in the company returned check section  216 . Each company returned check is preferably identified by the date  218 , amount  220 , accounting period  222  and year  224 , and an explanation  226  stating the reason for returning the check.  
         [0043]    If an entity mails a payment but the check is not enclosed, the transaction is recorded in the no check enclosed section  230 . For such a transaction, the date  232 , amount of the check  234 , accounting period  236  and year  238  is recorded. Similarly, if an entity fails to make a required bank deposit, the failure to perform the transaction is recorded in the missing bank deposit section  240 . The missing bank deposit section  240  preferably identifies the date  242 , amount of the required deposit  244 , accounting period  246  and year  248 .  
         [0044]    [0044]FIG. 5 depicts a preferred embodiment of the business codes feature  260  of the present invention. The business codes feature stores and displays various business codes for each entity. In a preferred embodiment of the invention, the business codes feature  260  preferably identifies the entity number  262 , the business type  264 , and the commission schedule  266 . The commission schedule preferably specifies the commission rate to which the entity is entitled for renting various types of equipment. For example, in the embodiment shown in FIG. 5, the specified entity earns a commission rate of 30-35% for rental of local trailers  267 , 20-25% for the rental of one-way trailers  268 , and 15-20% for the rental of trucks  269 .  
         [0045]    The codes section  270  preferably provides detailed information pertaining to the entity by using preselected codes to identify the categories in which the entity belongs. In the embodiment shown in FIG. 5, the codes section  270  includes a state code  271 , a p/t code  272   1 , a daily report code  273 , a city code  274 , a tax code  275 , a weekly report code  276 , the traffic area  277 , bond program code  278 , 2  and exclusion code  279 . 3  The state code  271  identifies the state in which the entity is located. The daily report code  273  identifies the manner in which the entity provides the central business concern with its daily report. The city code  274  identifies the city in which the entity is located. The tax code  275  identifies the tax treatment for the entity. 4  The weekly report code  276  identifies the manner in which the entity generates its weekly report. The traffic area  277  identifies the marketing company which oversees the entity.  
         [0046]    If the entity reports its revenues electronically, the business codes feature  260  preferably includes electronic reporting information  280 . The electronic reporting information  280  identifies the report process type  282 , which specifies the software that is used in the reporting process. If no software is used, the report process type  282  indicates that the reporting is done manually. However, if the entity utilizes reporting software, the software version  284  and the version date  286  are provided. The electronic reporting information preferably includes the start date  288  and last date  290  of the electronic reporting. If the electronic reporting is linked to a bank account, the bank account number  292  is also provided.  
         [0047]    The system preferably tracks any changes to the electronic reporting information and identifies the last update  294 , time of last update  296  and the identification of the user  298  who performed the update.  
         [0048]    [0048]FIG. 6 depicts a preferred embodiment of the mailing information feature  300  of the present invention. The mailing information features displays the address information for a specified entity. In a preferred embodiment of the invention, the mailing information feature  300  includes the entity number  302 , the mailing address  304  and the commission check address  306 . The mailing address is the location to which all business related mail will be directed except for the entity&#39;s commission check. The mailing address  304  preferably includes the entity name  308 , address  310 , city  312 , state  314 , and zip code  316 .  
         [0049]    The commission check address  306  is the address to which the entity&#39;s commission check will be mailed. If a person is the owner of several different entities, the owner may wish to receive its business mail at each individual entity, but receive its commission for all of its entities at one location. This feature of the invention provides the owner with this option. The commission check address  306  preferably includes the entity name  318 , address  320 , city  322 , state  324 , and zip code  326 .  
         [0050]    [0050]FIG. 7 depicts a preferred embodiment of the owner identification feature  330  of the present invention. The owner identification feature provides information pertaining to the ownership of the entity. In a preferred embodiment of the invention, the owner identification feature  330  includes the entity number  332 , the identity of the owner  334  and the identity of any partners  336 . The business type field  338  indicates whether the entity is a sole proprietorship, partnership, corporation or other type of legal entity. A lien indicator  340  is provided to signals the existence of a lien on the entity. If a bond is posted, the bond amount  342  and the reserve bond amount  344  are provided.  
         [0051]    For sole proprietorships, the social security number  346  of the owner is provided. For other types of business, the federal tax identification number  348  is provided. A special instructions indicator  349  signals the existence of special instructions for treatment of the specified entity. To determine the exact nature of the special instructions, the system preferably includes a special instructions display  350 , as shown in FIG. 8, that dictates the specific instruction that are to be followed in handling the specified entity. The special instruction may relate to reporting or commission payment instructions or any other type of information that is useful in conducting business with the particular entity. In a preferred embodiment of the invention, the special instructions identify the provisions of the standard dealer contract that the entity and the central business concern have agreed to alter.  
         [0052]    [0052]FIG. 9 depicts a preferred embodiment of the contract information feature  360  of the present invention. The contract information feature identifies any contracts and addendums into which the entity has entered with the central business concern. In a preferred embodiment of the invention, the contract information feature  360  includes the contract revision date  362 , the execution date  364  of the agreement and the expiration date  366  of the agreement. The contract revision date  362  enables the user to identify the version of the contract that the entity has signed. The contract information feature  360  preferably includes an addendum section  370  that identifies any addendum to the contract  372 , and the execution date  374  of the addendum. For example, in the embodiment shown in FIG. 9, the specified entity has entered into an electronic system reporting addendum and a boxes and moving supplies addendum. In a preferred embodiment, the entity will sign an addendum for each program in which the entity is participating in, e.g., electronic reporting, moving supplies sales, and carpet cleaning supplies rentals.  
         [0053]    [0053]FIG. 10 depicts a preferred embodiment of the month to date adjustment report  400  of the present invention. The month to date adjustment report displays accumulated account detail information for the current month, which includes all debit and credit transactions applied against the entity&#39;s commission payment. In a preferred embodiment of the invention, the month to date adjustment report  400  identifies the entity by the entity number  402 , marketing company number  404  and route number  406 . An account detail section  410  is provided which lists the date  412  of each transaction and a description  414  of the transaction. For each entry, a charge amount  416  or credit amount  418  is provided.  
         [0054]    The month to date adjustment report  400  preferably identifies the accounting period  420  and the week number  422 . The payment type  424  is provided to inform the user of the method of payment of the commission to the entity. In a preferred embodiment of the invention, the payment type  424  is selected from one of the following options: a monthly check payment  426  or an electronic funds transfer  428 .  
         [0055]    The month to date adjustment report  400  provides a monthly pay estimated commission  430  which is based on the average commission payment that is made to the entity. Based on the transactions recorded in the account detail  410 , the system calculates the estimated net total  432  of the commission check for the current month. The estimated net total  432  is updated upon entry of a new charge or credit transaction.  
         [0056]    [0056]FIG. 11 depicts a preferred embodiment of the year to date adjustment report  450  of the present invention. The year to date adjustment report displays the debit and credit transactions that have been applied against an entity&#39;s commission payment from the beginning of the year to the present. In a preferred embodiment of the invention, the year to date adjustment report  450  includes the date  452  of each transaction and a detailed description  454  of the transaction. For each entry, a charge amount  456  or a credit amount  458  is identified. The report preferably indicates the amount and date of each commission check paid, and maintains a running balance of the commission check due for the current month.  
         [0057]    The electronic entity records system is preferably searchable by any field. In a preferred embodiment of the invention, for the user&#39;s convenience, the system includes pre-formed queries  500 , as shown in FIG. 12, that can be selected from drop down menus  502 . The pre-formed queries  500  are categorized by queries by entity  504 , queries by company  506 , and queries by route  508 . The queries by entity  504  includes the following query options: business name  510 , city/state  512 , entity by state  514 , entity by county  516 , entity by district  518 , owner name  520 , tax identification  522  and archived  524 . The business name query  510  enables the user to input a business name, in response to which the system outputs the entity number, status, marketing company, route, and location of the entity. The city/state query  512  enables the user to enter a city and a state abbreviation, in response to which the system outputs the entity number, status, business name and location of every entity in the specified city and state. Similarly, the entity by state  514  and entity by county  516  queries provide entity information for the specified state and county, respectively.  
         [0058]    The entity by district query  518  enables the user to input the district number, in response to which the system provides the entity number, status, marketing company number, route number and location of every entity in the specified district. The owner name query  520  enables a user to input an owner&#39;s name, in response to which the system outputs the entity number, status, and business name of the entity owned by the owner specified. The tax identification query  522  enables the user to input a social security number or federal tax identification number, in response to which the system outputs the entity number, status, business code and the owner&#39;s name. The archived query  524  enables the user to search information pertaining to entities that are no longer valid entities.  
         [0059]    The queries by company feature  506  includes the following query options: address and phone  526 , current open dealer debt  528 , current closed dealer debt  530  and current dealer delinquencies  532 . The address and phone query  526  enables the user to enter a marketing company number, in response to which the system identifies every entity in the marketing company by entity number, status, route, entity name, location and phone number. The current open dealer debt query  528  enables the user to input a marketing company number, in response to which the system identifies all entities that currently have charges exceeding credits that still have open accounts. The entities are preferably identified by entity number, status, route, and outstanding debt amount. The current closed dealer debt query  530  enables the user to enter a marketing company number, in response to which the system identifies the entities that have charges exceeding credits, and wherein the account has been closed but not yet sent to collections. The entities are preferably identified by entity number, status, route and the outstanding debt amount. The current dealer delinquencies query  532  enables the user to enter a marketing number, in response to which the system identifies the entities within the marketing company that currently have delinquencies. The entities are preferably identified by entity number, status, route, report date for the current accounting period, the reason for the delinquency, the accounting period, and the year to date fiscal adjusted delinquency count.  
         [0060]    The queries by route  508 , as shown in FIG. 12, preferably includes the following query options: address and phone  534 , current open dealer debt  536 , current closed dealer debt  538  and current dealer delinquencies  540 . The address and phone query  534  enables the user to enter a marketing company number and a route number, in response to which the system identifies every entity in the specified marketing company and route by entity number, status, route, entity name, location and phone number. The current open dealer debt query  536  enables the user to input a marketing company number and a route number, in response to which the system identifies all entities in the specified marketing company and route that currently have charges exceeding credits and that still have open accounts. The entities are preferably identified by entity number, status, route, and outstanding debt amount. The current closed dealer debt query  538  enables the user to enter a marketing company number and a route number, in response to which the system identifies the entities in the specified marketing company and route that have charges exceeding credits, and wherein the account has been closed but not yet sent to collections. The entities are preferably identified by entity number, status, route and the outstanding debt amount. The current dealer delinquencies query  540 , as shown in FIG. 13, enables the user to enter a marketing number  542  and route number  544 , in response to which the system identifies the entities within the specified marketing company and route that currently have delinquencies. As shown in FIG. 14, the entities are preferably identified by entity number  550 , status  552 , marketing company  554 , route  556 , report date  558  for the current accounting period, the reason for the delinquency  560 , the accounting period  562 , and the year to date fiscal adjusted delinquency count  564 .  
         [0061]    The electronic entity records system of the present invention is a useful tool for a central business concern and its various marketing companies, route managers and entities that enables the user to verify dealer addresses (both mailing and location), verify telephone numbers, locate entities by city or state, locate entities by business name or owner name. For supervisors, the records system can be used to obtain a detailed commission statement for each entity, maintain information pertaining to signed contracts and addendum for each entity, receive detailed information regarding certified funds and negative payment history, track an entity&#39;s delinquency history and maintain a record of revenues generated by each entity.  
         [0062]    The embodiments described above are exemplary embodiments of an electronic entity records system. Those skilled in the art may now make numerous uses of, and departures from, the above-described embodiments without departing from the inventive concepts disclosed herein. Accordingly, the present invention is to be defined solely by the scope of the following claims.