Enter Rental Agreement Header

This document explains how you enter basic data for a rental agreement, a so-called rental agreement header.

Outcome

A rental agreement header is created with a unique agreement number.

The basic data in the agreement header contains:

You use the rental agreement header as a starting point when a customer asks for a rental agreement instead of buying the item.

Note: Most values indicated on the starting panel below (the P panel) are generic for the agreement which is registered, but can be changed per agreement line for the particular rental item on the agreement line.

Following files are updated:

Before you start

Basic data for a rental agreement must have been entered in supporting programs.

Follow these steps

  1. Start 'Rental Agreement. Open' (STS100).

  2. Enter an agreement number. If the field is left blank, an agreement number is proposed from the agreement number series.

  3. Enter a customer number in the 'Agreement customer' 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. If desired, enter the customer's order number.

    The customer's order number acts as a reference to the customer's own order number and is printed on external documents. The customer order number is defined as mandatory through a parameter on (CRS611/E). Also, if desired, enter Your reference 1 and Telephone number 1, which otherwise are populated with the values from the customer.

  8. Enter Facility for the agreement.

  9. Enter Agreement order type for the agreement.

  10. 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.

  11. Press Enter to proceed to the E panel, where most of the fields have default values depending on the values entered on panel A.

  12. If necessary, edit the values under Customer Details on panel E.

  13. If necessary, edit the values under Agreement Details on panel E.

  14. Press Enter to proceed to the F panel (if the F panel exists in the panel sequence), where most of the fields have default values depending on the values entered on panel A.

  15. If necessary, edit the values under Pricing and Conditions on panel F.

  16. If necessary, edit the values under User-Defined Fields on panel F.

  17. Press Enter to proceed to 'Rental Agreement. Open Lines' (STS201). The rental agreement head is now created.

Auto-create customer site using (STS085) and (STS100)

When entering a new agreement in 'Rental Agreement. Open' (STS100) and 'Rental Agreement. Create' (STS085) on a new customer, or on a customer that has no location address connected during agreement entry, a location address is created automatically. The new address will be created with address type '2 – Location address' and according to a number series starting at 000001. The auto-creation will only create one new address, and if a location address exists, no new address will be created.

Record lost sales from Rental Desk

Rental company needs the possibility to register deletion or termination of rental agreements as lost sales, so there is a follow up possibility for the lost sale, the item concerned, the reason and the value of the lost sale.

This possibility gives the rental company the possibility to keep track of the lost sale by creating records of the lost sale in the table 'Lost Sales' (OSLOST), and to view these records in the program 'Lost Sales. Open' (OSS457).

This is triggered by a parameter on the agreement order type (STAOTP) on (STS020/F)-Lost sales (OT65), and when a delete of a rental agreement is done on header level on (STS100/D), or on line level on (STS201/D). The lost sales parameter will be present on these views, populated with the value from (STS020/F), and with the possibility to change.

There will also be a field Trans Reason, connected to 'Rental Reason. Open' (STS060), where the reason for deleting this agreement is stated. When the actual delete is done with these parameters set, a call to program (OSS456) is done where records are created in the table OSLOST. Also when a termination date is entered on (STS100/E) or (STS201/E), lost sales records can be created in the file OSLOST in the same way.

Collection address

In some rental businesses, the equipment should be delivered to one address and be picked up at another address.

When creating a new agreement in 'Rental Agreement. Open' (STS100) and 'Rental Agreement. Create' (STS085) there is a possibility to enter a collection address, with similar handling as customer site address.

The collection address is inherited down to the rental agreement line and editable in 'Rental Agreement. Open Lines' (STS201). Before the agreement line is delivered, and still being in status 50 (on rent), the collection address is editable.

When a rental agreement is terminated (manually or automatically), a check is made if the collection address has a value, and if this value differs from customer site address. If so, the collection address will update the customer site address, to ensure that the logic of "placed at" address is followed for the equipment, and secure that the correct information for the customer site address is available for return notes etc.

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