Supplementary items

Supplementary items are used for easily adding additional items to the rental that always go together. They could be needed components for a Rental kit or items that are often rented together. Supplementary items can be mandatory or optional, this is determined during setup.

Supplementary items can be added to both Rental quotes and Rental orders. On the Rental quote line go to Sales quotation line > Calculate > Supplementary items. On the Rental order line go to Rental order line > Calculate > Supplementary items

A new form will open showing all available supplementary items. Mandatory ones will always be added to the Rental order, optional ones can be selected here by ticking the Include checkbox.

 

Rented as

Rented as is a function that allows you to rent an item as a different item, keeping the original price. This would happen if the rental company is out of the actual item your rented but does have a higher spec option available for example.

Navigate to the relevant Rental order

• Click the Availability status icon or use the line button Manage > Availability > Check
• The Availability check form opens
• The bottom part shows the list of available Objects including the alternatives, click Select on the line for the item you wish to use. Fill in the quantity if needed in the Selected column.
• If you want to rent the selected alternative item for the same price, you need to activate the Rented as original slider at the top of the form under the Parameters fast tab.
• Select a Reason code for the reason for the change
• Activate the Remove empty lines slider if desired
• Click OK

The order will now have a new line with the selected alternative object. If Remove empty lines was activated, the original line will have been deleted if it now had a zero quantity.

Please note that this process works the same on a Rental quote.

 

Rental Transactions

The Rental Transactions list is a list of all transactions done, from Purchase Orders to Rental Orders and anything in between. This overview gives you a full history and is particularly useful if an object is not behaving as expected (the system saying it’s not available when you think it is for example), by checking all transactions you can retrace everything that’s ‘happened’ to the object.

A user will be able to use filters to view what they need to see and drill down into the details of the order or transaction.

Navigate to Rental management > Inquiries and reports > Rental transactions > All transactions

There are also seperate menu items to navigate directly to a filtered view of the transactions based on the account in use (My orders and My quotations) or the linked warehouse (My warehouse).

A filtered view to all transactions for a specific Rental object can also be opened via the Related information tab in the ribbon on the Rental object.

The Rental transactions overview is also a good source for BI reporting.

 

Delivery address purpose

Any delivery address used on a Rental quotation or Rental order, has to be set as a Rental site. This is done via the Purpose field on the address, which needs to be set as a Rental type.

New purposes can be created in the standard form 'Address and contact information purpose'. Select 'Rental Site' in column 'Type'. And check the box 'Postal Address', so the purpose will show up in the lookup, when you try to link it to an address.

Adding a new (rental) address during quote or order creation

While creating a new quote or order, you can add a new delivery address by following these steps:

• Delivery Address: This will default to the first delivery address against the customer, to add a new address click the plus button. This opens a New address window
• Name or description: Enter a name for your site
• Purpose: Using the drop down select Rental site and any other relevant purposes
• Country/Region: Defaulted from the company setup, change if needed
• ZIP/Postal code: Enter a Postcode if relevant to your country
• Street: Enter the Street address for your site
• City: Enter the Town/City where your site is located
• State: Enter the State where your site is located (field only visible if relevant)
• County: Enter the County your site is located in (field only visible if relevant)
• Select Primary or Primary for country/region if applicable
• Click on OK to save your address

 

Converting sales stock to rental objects

Sale to rental journal

Sale to rental journals are a way of turning items with the inventory type ‘Sale’ into type ‘Rental’. This allows you to move sales stock into your rental fleet.

Navigate to Rental Management > Journal entries > Sales to rental

• Click New
• Select the Sales to Rental journal from the Name field (if there is only 1 it will default)
• Enter Storage dimension defaults
• Check that the New fixed asset? slider is activated. If required it can be deactivated.
• Enter Financial dimensions if required
• Click OK
• From the new window click Add line, enter your Item number and quantity (if bulk)
• Under Line details on the General tab
  • Check the Journal date and edit if needed
  • Check the New fixed asset? slider and change if needed. If no new fixed asset is to be created, select the existing Fixed asset from the Fixed asset number field.
• Under Line details on the Dimension tab fill in any relevant dimensions for both from and to, often most dimensions will stay the same, but make sure that the Type dimensions are definitely filled from a Sale type, to a Rental type.
• Under Line details on the Financial dimensions tab check or fill in any relevant financial dimensions
• Click on Post to post the journal        

 

Convert while picking

It is also possible to convert Sales inventory to Rental objects during Rental order picking.

• On the Picking list registration form go to the Lines fast tab
• Make sure all relevant dimensions are displayed on the form with the Inventory button > Display dimensions
• Fill in the Sales to rental type on the line where you select the relevant Sales type
• Select the Serial number if relevant
• Continue processing as usual

  

Rental sale

Rental sale journal

A Rental object can be sold using the Rental sale journal. This will create a Free text invoice in the background for the actual sale and does the Fixed asset and Inventory adjustment at the same time.

Navigate to Rental management > Journal entries > Rental sale

• Click New
• Select the Rental sale journal from the Name field (if there is only 1 it will default)
• Enter Customer defaults
• Check Ledger defaults and edit if needed
• Enter Storage dimension defaults
• Enter Financial dimensions if required
• Click OK
• From the new window click Add line, enter your Item number, quantity (if bulk, serialized should always be 1) and the Unit price
• Under Line details on the Dimension tab select the Serial number if relevant. This will autofill the Fixed asset number on the General tab. If selling Bulk item(s), please select the Fixed asset number on the General tab. Please note that the Fixed asset quantity has to match the quantity being sold (if this is not the case, the Fixed asset needs to be split first).
• Fill in all other relevant storage dimensions on the Dimension tab
• On the General tab add any remarks (that should appear on the invoice) in the Invoice text field
• Click on Post to post the journal
• Click on Free text invoice to be able to print it        

Create Rental sale from Rental order

It is also possible to start a Rental sale process from a Rental order, to sell a Rental object to the customer who is currently renting it.

Navigate to the Rental order containing the Rental object(s) that are to be sold and select one or more lines (all the lines with the Rental objects to be included in the Rental sale), then use the ribbon to navigate to Invoice > Generate > Create rental sale

When this function is used, a Rental sale journal is created with all available information pre-filled based on the Rental order (customer account, item number, serial number) and only the Sales price will still need to be filled in before posting the journal and printing the invoice.

     

Rental order exchange 

This functionality allows you to exchange rental items on an on-going rental order.

Navigate to the rental order lines and access the option via Manage > Rental > Exchange. Note that multiselect of rental lines is possible.

The user can choose to change the financial and physical effect of the exchange.
For the update of the original line the user can decide to check-in the item, terminate the item or do nothing with the inventory (yet).

Parameter selection options:

• New lines – Renting: Physical only; Financial and Physical.
• Original lines (update): None; Check-in; Terminate
• Post Packing slip in ledger: yes; no.

Exchange quantity (selection section) = quantity going back into stock.
Quantity (in exchange for section) = quantity moved to rental order/customer.

 

Clear serial number

When a serial number is removed from the rental order/sales line, the inventory transaction is still active in the background. This function clears the serial number from the inventory transaction.

Navigate to the rental order lines and access the option via Manage > Rental > Clear serial number.

After the function has run, the following message will appear: ‘The serial number has been removed from the inventory transaction. The transaction itself still exists’.