The Quotation process of Rental items follows the normal Microsoft Dynamics 365 for Finance and Operations quotation 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 Quotation Specifics

The fields below are needed for a Rental quotation on top of the standard required fields.

Address	When selecting an address of a prospect of 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 prospect 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

Customer Delivery Address - Rental address type

On the address tab, Rental Management uses this address here as the delivery address for the order. Make sure to set the purpose of the address to be of type ‘Rental’. This ensures that Microsoft Dynamics 365 for Finance and Operations creates a new Project for the address. More information on Rental type addresses can be found here.

 

Step-by-step Rental quotation process

Creating a new Rental quotation

Navigate to Rental management > Rental quotations > All quotations

• Click on New – this will open a new form
• From the Account type dropdown, select Prospect or Customer
• In the Prospect / Customer account field, choose the relevant account you are creating a quotation for
• Select a Contact if required
• 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 here if required
• Click OK               

Adding or Editing lines for a Rental Quotation

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 any additional lines you require
• Click Remove to remove any incorrectly entered lines

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

Sending the Quotation

Sending the quotation can be done from both the list page and the details page.

• Go to the Quotation tab page
• Under the Generate action pane click on Send quotation

A new window will open. Here you can print the quotation (make sure the print option is activated) to send to the customer or use the printer settings to have it e-mailed.

Confirming a quotation

Please note that a quote for a prospect cannot be confirmed until the account has been converted into a customer.

Navigate to Rental management > Rental quotations > All quotations

Navigate to the relevant Quotation that you need to confirm

• Go to the Follow up tab, click on Confirm under the Generate action pane - a new window opens
• Reason: Enter a reason for converting the quote if required
• Print Confirmation: Check this is you want to print the confirmation
• Click OK - the Quotation will get set to a status of Confirmed and a Rental order will have been created automatically.

To view the created Rental order, go to the General tab and click on Rental orders under the Related information action pane.

Setting a Quotation to Lost or Cancelled

• From the quotation go to the Follow Up tab and under the Generate action pane select either Lose quotation or Cancel quotation
• Reason lost/cancelled: From the dropdown select the reason code if required
• Click OK

Note that a quotation is usually considered Cancelled if the work itself is never performed (by anyone) and Lost if a competitor has won the deal.