Entering a Rental Agreement

This document explains how you enter a rental agreement.

You enter a rental agreement by creating an agreement header, creating and amending agreement lines, and if necessary, adjusting the details.

Outcome

A rental agreement is created, consisting of:

The following tables are updated, once the rental agreement is entered:

Before You Start

Follow These Steps to Enter a Rental Agreement Manually

  1. Enter Rental Agreement Header

    Create an agreement header in 'Rental Agreement. Open' (STS100) and enter general information about the agreement, such as customer and reasons for renting the equipment.

  2. Enter Rental Agreement Lines

    Enter rental agreement lines in 'Rental Agreement. Open Lines' (STS101).

    The Line type that is entered in 'Rental Agreement. Open Lines' (STS101) determines:

    • Whether the items are to be rented or sold.
    • The identities that can be used as search criteria for the rental item, such as the model name or item group.

    Define your search criteria. All available individual items that meet the criteria are displayed in 'Individual Item. Display' (SOS550) and you can select rental items for the agreement. If there is a shortage of items, you can select a different warehouse.

    A distribution order from the rental warehouse to the on-hire warehouse (determined by the agreement order type) is generated when an item (item type 8='Serialized Item') is entered on the agreement line.

    • If this is a rental transaction, a distribution order for return of the item is also generated.
    • If it is a sales transaction, no return distribution order is required, since the item will be taken from the on-hire warehouse when the first invoice for the agreement is produced.

    The options in 'Rental Agreement. Open Lines' (STS101) can be used to enter text, other charges or credit information, such as price and invoice method.

  3. Enter Usage or Consumption Meters

    You can add usage or consumption meters automatically or manually while creating the rental agreement line.

    You can automatically add a consumption meter, such as a fuel charge, by connecting the fuel charge to an item in 'Additional Charge. Connect to Item' (STS590).

    You can automatically add a usage meter by connecting a contract item in 'Contract Item. Connect to Item' (SAS460).

  4. Adjust Details

    You can adjust details in 'Rental Agreement. Open Lines' (STS101) before you convert the preliminary agreement to an active agreement or a quotation.

  5. Convert to Active Agreement or Quotation

    You can convert a preliminary agreement to an active agreement by specifying this in the 'Crt Agreement' field in 'Rental Agreement. Create' (STS109). The preliminary agreement will be converted to a real agreement and its status will be changed to 20.

    Enter a reason code, which indicates the requirements that caused the customer to rent the equipment. A reason code can be entered on the agreement header also.

    You can link partial or complete delivery or return of items to a rental agreement line.

  6. Print Rental Agreement

    You can use the menu option to print rental agreements and delivery documents (picking list and delivery note) in conjunction with the creation of an agreement in 'Rental Agreement. Create' (STS109).

Follow These Steps to Enter a Rental Agreement Using the Copy Function

  1. Copy Rental Agreement Header

    You can create a detailed copy of the rental agreement by copying the agreement header. A new agreement will be created, in which certain values are defaulted to the 'Copy from' fields in 'Rental Agreement. Open Lines' (STS101/B).

  2. Copy Rental Agreement Lines

    You can select one or more, or all, rental agreement lines to be copied in 'Rental Agreement. Copy Line' (STS126).

  3. Copy Rental Agreement

    You can make a quick copy of the existing rental agreement in 'Rental Agreement. Open' (STS100). This copies the entire agreement. You can also select one or more agreement lines to be copied.

  4. Adjust Details

    You can adjust details in 'Rental Agreement. Open Lines' (STS101) before you convert the preliminary agreement to an active agreement or a quotation.

  5. Convert to Active Agreement or Quotation

    You can convert a preliminary agreement to an active agreement by specifying this in the 'Crt Agreement' field in 'Rental Agreement. Create' (STS109). The preliminary agreement will be converted to a real agreement and its status will be changed to 20.

    Enter a reason code, which indicates the requirements that caused the customer to rent the equipment. A reason code can be entered on the agreement header also.

    You can link partial or complete delivery or return of items to a rental agreement line.

  6. Print Rental Agreement

    You can use the menu option to print rental agreements and delivery documents (picking list and delivery note) in conjunction with the creation of an agreement in 'Rental Agreement. Create' (STS109).

Follow These Steps to Create Rental Agreement - Quick Entry (STS085)

'Rental Agreement. Create'(STS085) is a program for quick entry of complete rental agreements, through a single screen entry.

  1. Start 'Rental Agreement. Create' (STS085), either directly or from associated programs.

  2. Enter an agreement number. If the entered agreement number exist, another line will be added to that agreement. If the agreement does not exist it will be created. If the field is left blank, an agreement number is proposed from the agreement number series.

  3. Enter a customer number in the 'Customer site' field. The customer is retrieved from 'Customer. Open' (CRS610).

  4. Enter an address number for a specific customer site. This field is used when the customer has several agreement sites. You enter address numbers in 'Customer. Connect Address' (OIS002).

  5. Enter the payer if the agreement is to be paid by someone other than the customer or the payer entered for the customer.

  6. Enter the period over which the agreement will extend.

  7. Enter Agreement order type for the agreement.

  8. Enter Facility for the agreement.

  9. Enter Rental depot for the agreement.

    The rental depot is a physical location that acts like a storehouse for a rental business. A rental depot is defined with a default warehouse from which rental items are delivered to the customer.

  10. Enter Reason code for the agreement.

  11. Enter the search criteria for the individual item on the Identity line.

    The values that can be entered in this field to find the correct individual item are determined by the inspection sequence entered in the parameters for the agreement order type or in the parameters in this program. ***

    When you enter a model name, individual item group or item group, 'Individual Item. Display' (SOS550) is started, which shows the individual items belonging to the model, individual item group or item group, respectively.

    If line type 1, 2, 6 or 9 is used, the only identity that can be used is the item number or alias.

  12. Enter Serial number for the equipment if that is known.

  13. If necessary, change the information in the Warehouse field.

    The Warehouse field indicates the warehouse from which the rental equipment is delivered. The preferred warehouse is defined on the rental depot and can be manually overridden if necessary.

  14. Select a line type. The line type is defaulted from the agreement order type. However, the line type can be changed for each line:

    1 = Sales line that generates a purchase order with delivery to the yard warehouse

    2 = Sales line that generates a purchase order with delivery directly to the customer site

    4 = Package lines generate the package price that will be added to the rental agreement. If the line type is '4', the item identity will be validated against the new package structure header. Packages must be predefined in 'Rental Package Structure Header. Open', to be used for entry on a rental agreement.

    • Rental line types 5, 7 and 8 are allowed as package lines.
    • Sales line types 1, 2 and 6 are not allowed as package lines.

    5 = Rental from stock (serialized and non-serialized items) that generates two distribution orders, one for delivery and one for return.

    6 = Sale from stock that generates a distribution order for delivery to the customer site.

    7 = X-Hire line (cross-rental) that generates a purchase order with delivery to the yard warehouse and two distribution orders, one for delivery and one for return.

    8 = X-Hire (cross-rental) line that generates a purchase order with delivery directly to the customer site and a distribution order for return to the customer.

    9 = Involuntary sales created from a rental line.

  15. Enter the order quantity.

    If you create a temporary agreement or quotation for serialized items, you can enter a quantity higher than 1. However, once the temporary agreement or quotation is converted to an active agreement, the quantity on the serialized line item will be split up into separate lines with quantity 1.

  16. Enter Com reservation.

    The field indicates whether a specific entity should automatically be committed. An entity is a serialized item that is stocked or one that is from a purchase order line. If the check box is selected, the entity will be committed. There can be only one committed reservation for the same entity.

    If the check box is not selected, a reservation will be created for the entity. Multiple reservations can be made for the same entity.

  17. Enter Crt agreement. The field indicates whether the agreement should be a temporary agreement, a quotation agreement or a real agreement.

  18. Enter Prt quot/agmnt.

    The field indicates if documentation connected to the quotation/agreement should be printed immediately after the entry is completed. If the check box is not selected, it is possible to print the documentation at a later time in 'Rental Agreement. Print Agreement Docs' (STS610).

  19. Press Enter to create a rental agreement header and a rental agreement line. If the entered item is an alias, Panel K will be displayed, initiated with the contents of the alias and with some values editable. There, press Enter to create a rental agreement header and one or several rental agreement lines.

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