Define Days to be Invoiced in Rental

This document describes how to configure days to be invoiced on a rental agreement.

There are two ways to do this. Both ways are controlled using settings in 'Rental Agreement Order Type. Open' (STS020):

Through the field 'Weekdays to inv' (WDTI) in (STS020).
If one or several weekdays to invoice are activated for the rental order type, these weekdays are considered during invoicing and when calculating 'No. days' and 'Days Used' on 'Rental Agreement. Open Lines' (STS201/F).
Through the field 'No. days/week' (ADPW) in (STS020) in combination with delivery days in the system calendar.
If no weekdays to invoice are selected for the rental order type, the setting in 'No. days/week' and active delivery days are used for the calculation.

Weekdays to invoice as the basis for calculation

The field 'Weekdays to inv' (WDTI) in (STS020) controls which weekdays that should be counted as days to invoice the customer. It is one field with seven positions - one position for each weekday, with value 1 (selected) or 0 (not selected) allowed on each position. The field is displayed as seven check boxes in (STS020). If a weekday is selected, this day is included in the calculation.

For example, if selecting Monday to Friday (five check boxes selected), each Monday to Friday in the date interval is used in the calculation.

When creating an agreement line, the agreement interval (valid from and valid to date) is used for calculating the number of agreement days. The result of the calculation is stored in the 'No. days' field on (STS201/F).

When invoicing the agreement line the invoicing period is set for the invoice proposal dependent on invoicing range, rate type and if agreement line is terminated or returned. If the invoicing period results in using a daily rate, the days activated using ''Weekdays to inv'' (WDTI) are considered. If daily rate is used, the number of days to be invoiced with daily rate is based on the number of active weekdays on the rental order type. If the invoicing period on the invoice proposal is set to other than daily rate, the 'Weekdays to inv' (WDTI) field is not considered.

For example, if using monthly rate and the invoicing period is for one month, the monthly price is what is charged on the invoice, not considering WDTI. If the invoicing period is only part of a month, which can be the case when terminating the agreement line, a daily price is charged on the invoice. In this case, only the days selected as 'weekdays to invoice' are charged.

When the agreement line has been invoiced, the 'Days used' field on (STS201/F) is updated with the actual number of weekdays invoiced.

Note: The information in ADPW is still used to find the correct price in the price list, when using WDTI instead of ADPW, to calculate the number of days.

Number of days per week and system calendar as the base for the calculation

If no weekdays are selected in the 'Weekdays to inv' field in (STS020), 'the active delivery days set in 'System Calendar. Open' (CRS900) are used, in combination with 'No. days/week' to control the calculation.

The 'No. days/week' field (ADPW) is set in (STS020) and is inherited to the agreement line. This field can be set to 5, 6, or 7. The setting in this field controls how the delivery days from (CRS900) are used:

If ADPW is set to 5 - The number of open delivery days in the system calendar is used.
If ADPW is set to 6 - An average of open delivery days in the system calendar and 7 days per week is used.
If ADPW is set to 7 - 7 days per week is used. No check is made on delivery days in the system calendar.

A delivery day is activated per date on (CRS900/E).

The result is considered when calculating days for 'No. Days' to be invoiced and 'Days Used' in the same way as described when using 'Weekdays to inv' (WDTI) as the base for the calculation.

Note: 'No. days/week' as the base for the calculation can only be fully utilized if (CRS900) is set up with 5 delivery days per week. For example, having 7 delivery days per week in (CRS900) would give the same result in the calculation of days, no matter if 'No. days/week' is set to 5, 6, or 7.

Comparing the two solutions

Flexibility in how to invoice a customer:
Using 'Weekdays to inv' as the base for the calculation gives the rental company the possibility to invoice their customers 5, 6, or 7 (or even 1-4) days per week no matter how many delivery days are set in (CRS900).
Using the system calendar and 'No. days/week' as the base for the calculation you only have the values 5, 6, and 7 available and it can only be fully utilized if the system calendar is set up with 5 delivery days per week. Using the value 6 means that an average six-day week is calculated, while a six-day week using the configuration of 'Weekdays to inv' is calculated based on the actual weekdays configured in (STS020).
Flexibility in how to deviate from a normal week:
For example, during Christmas or other public holidays, some weekdays that are normally charged to the customer, should in some cases be excepted.
Using 'Weekdays to inv' (WDTI) as the base for the calculation means that each week will have the same number of days to be counted. If the customer, for example, should not pay for Christmas day, this must be handled with stand down functionality.
Using the system calendar and 'No. days/week' as the base for the calculation means that excluding public holidays or other specific dates can be done through (CRS900).