The Order process of Rental items follows the normal Microsoft Dynamics 365 for Finance and Operations order flow. The Rental specifics are listed here first.

A full step-by-step guide for the process can be found a little further down.

Rental Order specifics

Address	When selecting an address of a customer, make sure it is of type 'Rental'. More information on Rental type addresses can be found here.
Calendar ID	This is the calendar used when charging for rental items

Invoice Profile	This determines the frequency of invoicing the customer and is a required setting
Rental Price Group Id	The rental price group used for the quotation

Insurance Control

Will the customer have Insurance or provide their own?

On-Rent date/time	Enter the proposed On-Rent date of the rental
Off-Rent date/time	Enter the proposed Off-Rent date of the rental

Rental Order Line specifics

Kit	Displays an icon if the order line is a Kit Component
Status	Displays the status of the order line
Item number	Enter the Item number the customer has ordered
Product name	Defaults from the Item number entered
Quantity	Enter the quantity required for the item
Type	Select the type of order line this will be (e.g. Rental, Sale, Cross Rental)

Configuration	Enter the configuration of the Item (if applicable)
Size	Enter the size of the Item (if applicable)
Style	Enter the style of the Item (if applicable)
Warehouse	Enter the Warehouse if not populated yet (this will default from the header)
Rate ID	This is the Rate ID for the Item
Unit Rental Price	This is the Rental price of the Item (if the item is of type 'Rental' or 'Cross Rental')

Unit Price	This is the Gross Sales Price of the Item (if the item is of type 'Sales')
Discount Percentage	This displays the discount the customer receives
Net Amount	This is the net amount for the order line

Rental status

Rental orders and lines have a Rental status which is based on the Rental process. It can be found on the header of the order and on the general tab for the lines.

Process step	Rental status
Rental order creation	Open

Generate picking list	Open
Picking list registration	Picked
Posting packing slip	Delivered
Invoice (first) period	Delivered
Creation of a collection order	Delivered
Generate collection note	Collection

Register collection note	Collection
Generate check-in note	Checked-in

Generate termination note	Terminated
Post final invoice period(s)	Invoiced

 

The status on the Rental order lines is based on where in the rental process the line is per the overview above.

The status on the header is calculated based on the status for all lines; whichever line status is still the earliest in the rental order process will determine the status that is displayed on the header. For example, if a Rental order has 3 lines out of which 1 line has the status Delivered and 2 have the status Collection, then the Rental order header will have the status Delivered. 

Exception for service item

There is an exception to the above mentioned process. When a rental order (line) is created for a Service item, the rental status goes straight to 'invoiced' as soon as the packing slip is posted.  

 

Step-by-step Rental order process

Creating a new Rental order

Navigate to Rental Management > Rental orders > All rental orders

• Click on New
• Customer: Enter the Customer account
• Name: Defaulted from Customer Account
• Contact: Enter a Contact for the Customer account if needed
• Delivery address: This will default to the first address against the customer record, select from the dropdown list to change it or create a new one if required
• Open the General fast tab
• Site and Warehouse: Enter the site and warehouse the quotation is being fulfilled from (this can default from the user setting)
• Customer requisition (Customer PO number): Enter if it’s known and/or required
• Customer reference: Reference field that can be filled in if you have a reference number you need to keep a record of
• Open the Rental dates tab. The dates can default based on parameter setup but can also be filled in or changed here.
• On-rent date/time: Enter the proposed On-Rent date of the rental or change if needed
• Off-rent date/time: Enter the proposed Off-Rent date of the rental or change if needed
• Open the Administration fast tab and update the options in there if required
• Click OK

Adding or Editing lines for a Rental order

On the line fill in the following details:

• Item: Enter the item number you are quoting for
• Under Line details on the Product tab select the Type. Also select the Configuration / Size / Style and Serial number if required
• Quantity: Fill in the requested quantity. (Use 1 if quoting serialized items)
• Rate Id: Defaulted via setup but can be changed if needed
• Unit rental price: This will default from the Item price profiles but can be changed if needed
• Unit price: If a Sale item is used (for example delivery charges or consumables) make sure the Unit price is filled (and not the Rate ID/Unit rental price)
• Discount: you can add a discount or discount % to the line
• Under Line details on the General tab you can fill in any additional comments in the Text field
• Under Line details on the Financial dimensions tab you can specify relevant Financial dimensions

• Click Add line to add additional lines
• Click Remove to delete any unwanted or incorrect lines

Please check the section on supplementary items on how to process rental kits.

Creating a Picking list

Please note that the usage of a picking list is not mandatory from a system perspective.

Navigate to the relevant Rental order

• Click on the Pick and pack tab from the ribbon
• Click on Generate Picking List from the Generate action pane. This opens a Posting picking list window
• Under the Lines fast tab, you can Remove any lines you do not currently wish to pick or Update the quantity to pick at this moment
• Activate Print picking list if you are printing the picking list
• Click on OK

Registering a Picking list

Navigate to the relevant Rental order

• Click on the Pick and pack tab from the ribbon
• Click on Picking list registration from the Generate action pane. This opens a Picking list registration window
• Under the Lines fast tab make sure you have the relevant dimensions displayed
• Select the Serial number(s) getting picked if applicable. This can be free typed or selected from the drop-down and using the On-hand tab.
• Once all lines have been picked then click Updates > Update all to register the pick
• The Handling status will be updated to ‘Completed’
• Close the form

Posting the Packing slip

Navigate to the relevant Rental order

• Click on the Pick and Pack tab from the ribbon
• Click on Packing slip from the Generate action pane. This opens a Packing slip posting window
• Check that the Posting setting is activated
• Activate the Print setting if you want to print the Packing slip
• Open the Lines tab
• Under the Lines fast tab, you can Remove any lines you do not currently wish to deliver or Update the quantity to deliver at this moment
• Click on OK to post the delivery