Rental Management Procurement

In This Topic

The purchasing of Rental items follows the normal Microsoft Dynamics 365 for Finance and Operations procurement flow via a Purchase order or alternatively they can be aquired via an Inventory adjustment.

Fixed Assets are created automatically during the procurement process, though this can be overruled for specific scenario's such as Cross Rental. Initially the fixed assets will be created with the status 'Not yet acquired' when the Packing Slip is posted. Then when the Purchase Invoice is posted, the status of the Fixed Asset is updated to 'Open'.

A step-by-step guide for the different procurement processes can be found below.

Procurement via purchase order

Creating a PO and adding new Purchase order lines

Navigate to Procurement and sourcing > Purchase orders > All purchase orders or Accounts payable > Purchase orders > All purchase orders

Click on New
Vendor account: Select your Vendor from the list
Delivery address: Choose a Delivery address if different from default
Expand the General fast tab
Site & Warehouse: Enter the Site & Warehouse for your location if not already populated
Click OK
Item number: Enter the Item number you wish to procure
Type: Select the type of the item (e.g. Rental, Sales. For Rental stock it needs to be a Rental type)
Configuration and/or Size, Style and Color: Enter the configuration or the size, style and color (if set up for this item)
Quantity: Enter the Quantity you wish to purchase
Unit price: Confirm the Unit price
Discount: Enter a Discount in the correct field if applicable

Click Add line to add any additional lines you require
Click Remove to remove any incorrectly entered lines

Confirming a Purchase order

Navigate to the relevant Purchase order

Click on the Purchase tab from the ribbon
From the Generate action pane, click on Confirmation or click on the Actions action pane and click on Confirm
Ensure that Posting is switched on
Check Print (and print settings) if applicable
Click OK

Registering serialized items on a Purchase order

Note that registering items on a Purchase Order can be completed at any time after the line has been created and needs to be done prior (or during) product receipt.

Navigate to the relevant Purchase order

Click on the Update line button, choose Registration. This opens the Registration form
From the Transactions pane, click on Create serial numbers (or add manually)
Repeat on all serialized lines that you are receiving in
Click Close

Goods receipting a Purchase order

Navigate to the relevant Purchase order

Click on the Receive tab from the ribbon
From the Generate action pane click on Product receipt, this opens a Posting product receipt form
Product receipt: enter your Suppliers delivery note reference
Product receipt date: change the receipt date if required
Open the Lines tab
Registering Serial Numbers (if not already registered)
- Select the Item(s) you want to Register
- Click on the Update Line button, choose Registration. This opens the Registration form
- From the Transactions pane, click on Create Serial Numbers
- Repeat on all serialized lines that you are receiving in
- Click on Close
Quantity: Enter the quantity being received, defaulted to the amount being ordered
Click on OK to post your Product receipt

Invoicing a Purchase order

Navigate to Procurement and sourcing > Purchase orders > All purchase orders or Accounts Payable > Purchase orders > All purchase orders

Navigate to the relevant Purchase order

Click on the Invoice tab from the ribbon
From the Generate action pane, click on Invoice
Under Invoice identification, enter Number and Invoice description
Ensure your Purchase order has been selected and click on OK
From the Action pane click on Update match status (if set up)
Click on Post

Procurement via inventory adjustment

Navigate to Rental management > Journal entries > Rental inventory adjustment

Create New
Name: Select the journal name
Set the desired Storage dimensions & Financial dimensions
Click OK
Open the Journal lines fast tab
Click Add line
Date: Defaults to today, change if necessary
Fill in Item number
Fill in Quantity (keep as 1 if serialized)
Fill in Cost price
Go to the Lines details fast tab
Under the Dimension section fill in the activated inventory dimensions
Fill in a Serial number (if the item is serialized)
Click Post