Define Item for Rental Agreement

Before you start

The rental process depends on the use of the '307 Maintenance Integration' parameter in 'Company. Connect Division' (MNS100). If this parameter is selected, the rental process with maintenance integration is used. If not selected, the classic rental process is used.

Limitations

It is not possible to:

• Use the material plan for generic item.
• See aggregated availability for the generic item in the common item or warehouse inquiry programs.
• Use a generic item for cross-hire as it is not possible to use a generic item number on a PO.

Defining and maintaining the generic item

To define the relation between the generic item and the group of equipment that it represents, 'Generic Rental Item. Open' (STS045) and 'Generic Rental Item. Connect Equipment' (STS046) are used. The generic item can be used at rental agreement line entry. At delivery, the generic item number is replaced with the item number that is actually delivered. Generic item can only be used if 'Maintenance Integration' is selected in 'Company. Connect Division' (MNS100). In 'Rental Equipment Planning Board. Open' (STS495), sorting order 2-'Generic' is not supported in combination with bulk items. The on-hand quantity is displayed for bulk items, but active agreements are not displayed.

Because generic items are maintained at warehouse level, the same generic item can exist in multiple warehouses.

Item settings for a generic item in (MMS001) are:

• Inventory accounting - 0='No inv account'
• Item category - 13='Non-material'
• Non-material type - 03='Generic item'

We recommend that generic items are set up with lot control method 0 in (MMS001).

Connect item and serial number to a generic item

Both serialized items and bulk items can be specified as part of a generic item. These items must be set up with either item category 00 or 07 if they are to be connected to a generic item. For item category 00, valid lot control methods are 0 and 3. For item category 07, valid lot control methods are 0, 2, and 3.

If the serial number key is left blank when creating a record for a serialized item, all serial numbers of that item are added to the generic item. You can connect the same item and serial number to several generic items and to several warehouses in (STS046).

Lot number is not allowed to be set in (STS046) for lot control methods 0 and 3. Only item number is specified and a record with a blank serial number is created. This record can have a quantity greater than one. For lot control method 3, the lot number is then chosen when allocation or picking list reporting is done.

We recommend that items set up on the same generic item in (STS046) all share the same lot control method.

Define rental alias

The alias number is used instead of items during rental agreement line registration. Depending on the settings, the alias number has slightly different functions:

• Long item numbers can be replaced by a more user-friendly alias number.
• Items can be bundled into one alias number when a specific number is used, as is used in practice with spark plugs.
• When the alias number is created, the table for alias number rental, STALIA, is updated.
• An item must exist in (MMS001) and in (MMS002) before it can be used to create an alias in 'Rental Alias Number. Connect Itm/Itm Grp' (STS465).

Rental alias number

When creating an alias number in (STS465), an item number must exist in (MMS001) and in (MMS002).

In (STS465), specify the following fields:

• 'Item number': This field indicates the unique ID of an item, item group, individual item group or package.
• 'Alias number': This field indicates an alternative ID for an item. An alias number can either be used as a second identity for a single item or to bundle several items and/or item group, individual item group or package ID used in the same work operation.
• 'Order quantity': This field indicates the quantity that will be ordered of the item, item group, individual item group or package ID when the alias number is entered on the agreement line.
• 'Line type': This field indicates the line type that the alias line will have when entered on the agreement line.
• 'Sequence number': This field indicates the sequence number that the item should have within the alias.
• 'Include quantity': This field is used to define if the alias line should be included in a previous alias line and fully discounted.

Define rental package

The package structure is used to:

• Create package headers.
• Define and create packages for rental items or pieces of equipment for a customer.
• Create package lines for rental items or pieces of equipment.

A package structure consists of a package header and package lines. Package headers are connected to rental agreements when rental agreement lines are created.

The package header is created in 'Rental Package. Open Header' (STS455) and the package line is created in 'Rental Package. Open Line' (STS456).

The package structure price is set in 'Rental Package Prices' (STS125), meaning that the pricing of the package is separated from the definition of the package. (STS125) is reached from 'Rental Price List. Open' (STS017).

Package header

When creating a package header in 'Rental Package. Open Header' (STS455), a service expense must exist in 'Service Expenses. Open' (SOS408).

In (STS455), specify the following fields:

• 'Package ID': For a package ID to be created, a service expense must exist in 'Service Expenses. Open for Task' (SOS408).
• 'Package status': This field indicates the status of the package. Valid alternatives are '10=Inactive' and '20=Active'.
• 'Incl/excl addnl charges type 6 and 7': This field indicates whether additional charges of type 6 or 7 (meter and fuel) are included in the package price. 1= 'Include' and 2= 'Exclude'.
• 'Incl/excl line charge calc method 2': This field indicates whether line charges defined with calculation method 2 are included in the package price, and how line charges are retrieved according to the line charge model. The alternatives are:
  • 1='Include, retrieve all'
  • 2='Include, retrieve none'
  • 3='Exclude, retrieve all'
  • 4='Exclude, retrieve none'
• 'Package price printout': This field indicates the package price. Select the check box to print both total amount per agreement line and summary lines when the invoices are printed.

Package line

The package header is connected to package lines in 'Rental Package. Open Line' (STS456). Package lines are used when packages are rented to customers and contain information such as item ID, line type, quantity, price factor, etc, for the equipment included in the packages. The package line created can be connected to the rental agreement lines.

In (STS456), specify the following fields:

• 'Item ID': The item must exist in (MMS001).
• 'Line type': The valid alternatives are:
  • 5='Hire': This hire line creates inbound and outbound distribution orders connected to the order line, from the yard to the customer and back to the yard.
  • 7='X-hire yard': This hire line creates inbound and outbound distribution orders from the yard to the customer and back to the yard, and generates a purchase order with direct delivery from the supplier to the yard. A requisition order from the yard to the supplier is also generated.
  • 8='X-hire customer': This hire line creates an inbound distribution order from the customer to the yard, and generates a purchase order with direct delivery from the supplier to the customer. A requisition order from the yard to the supplier is also generated.
• 'Quantity': This field indicates the number of items or pieces of equipment to be included on the package line. When the quantity of a serialized item is more than one, a package line is created for each quantity in (STS456). The price factor, however, is split between the package lines.
• 'Price factor': This field indicates the factor of the total package price that applies to this package line.