Create a Rental Agreement Header

Outcome

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

Basic data in the agreement header contains this information:

• Information about the customer and other people that are involved in the agreement.
• Information that is set as default from the agreement order type, such as minimum rental type and minimum rental period. The default data can be manually changed on the agreement header.
• The facility to which the agreement belongs.
• The order type used to create the agreement.

The rental agreement header is the starting point when something should be rented or leased to a customer. You can also sell consumables using rental agreement.

These tables are updated:

• 'Agreement header' (STAGHE)
• 'Rental agreement header charges' (STOCHR)
• 'Stand down period' (STAGDN)

Before you start

Basic data for a rental agreement must have been specified in supporting programs, for example, a rental agreement order type in 'Rental Agreement Order Type. Open' (STS020).

Follow these steps

1. Start (STS100).

2. You can set 'Agreement number' during agreement creation, but we recommend leaving the field blank. If the field is left blank, an agreement number is suggested from the agreement number series on a subsequent panel.

   If an existing agreement should be displayed, this is done by specifying the existing agreement number on the 'Agreement number' field and pressing Enter, using option 5-'Display', option 3-'Change' or related option 11='Lines'.

3. Specify the agreement customer on the 'Agreement customer' field. The customer is retrieved from 'Customer. Open' (CRS610).

   Note:  Agreement customer is specified per agreement header, while customer site and payer can be changed per agreement line.

4. Specify 'Address number' for a specific customer site. You can use this field when the customer has several agreement sites. You specify address numbers with address type 2 in 'Customer. Connect Address' (OIS002).

   You can also differentiate this using the 'Customer site' field in combination with customer site addresses. If customer site is not set, it is set to the same as the agreement customer by default.

5. If needed, specify the responsible person. It is defined as mandatory through a parameter on (STS020/G).

   Blank = No value is proposed.

   *CUS = The proposed value for the responsible person is retrieved from the customer file.

   *SYS = The name of the current user is proposed.

   *M = Responsible person must be specified manually. No proposal is given.

   The value *CUS retrieves the person responsible from (CRS610) depending on the customer site. The value *SYS automatically retrieves the current user. You can also manually update the person responsible. Any value set as the responsible in the agreement must exist in 'User. Open' (MNS150) regardless of the configuration in (STS020).

6. Specify the payer if the agreement is to be paid by someone other than the customer or the payer specified for the customer.

7. Specify the period for which the agreement is valid.

8. If needed, specify 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 (STS020/E).

   These are the available alternatives:

   *M = The customer's order number must be specified manually. No proposal is given.

   *CUS = The customer's order number is controlled by the 'Mandatory customer order number' parameter in the customer table. No proposal is given.

   xxx = Any order number can be specified, with a limit of 20 positions.

   Blank = No proposal is given.

   Also, if needed, specify 'Your reference 1' and 'Telephone number 1', which otherwise are populated with values from the customer.

9. Specify a facility for the agreement or keep the default value.

10. Specify an agreement order type for the agreement or keep the default value.

11. Specify a rental depot for the agreement or keep the default value.

    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.

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

13. If necessary, edit the values under 'Customer Details' and '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 specified on panel A.

15. The Presentation Code is set per discount number in 'Discount Mode. Connect Discount Number' (SOS805) or 'Discount Model. Connect Disc Number' (OIS805), connected to the discount model. It decides if the DIAM, DIA2, and TDIA fields are to be included in STS189PF. The rental agreement line summarizes all discount numbers per line with a discount type that is equal to 'Amount'. Discount numbers with a discount type that is equal to 'Percentage' are invoiced separately. Sales agreement lines are invoiced separately regardless of the value of the discount type.

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

17. Press Enter to proceed to 'Rental Agreement. Open Lines' (STS201). The rental agreement header has now been created. For more information about creating rental lines, see Create Rental Agreement Lines

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

When you specify a new agreement in (STS100) and 'Rental Agreement. Create' (STS085) for a new customer, or for a customer that has no location address connected during agreement entry, a location address is created automatically. The new address is created with address type 2-'Location address' following a number series starting at 000001. The automatic creation only creates one new address, and if a location address exists, no new address is created.

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 (STS100) and (STS085) you can specify a collection address, with a similar handling as the customer site address.

The collection address is inherited down to the rental agreement line and editable in (STS201). Before the agreement line is delivered, and while on rent (status 50), the collection address is editable.

When a rental agreement is terminated (manually or automatically), a verification is made that the collection address has a value, and if this value differs from the customer site address. If so, the collection address updates the customer site address, to ensure that the correct information for the customer site is available during the return and that the movement back to yard is done from the correct address.

Record lost sales from the rental desk

Upon deletion or termination of rental agreements there is a follow-up possibility for the lost sale, connected to the item concerned.

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

Lost sale is triggered by the 'Lost Sale' parameter on the agreement order type (table STAOTP) on (STS020/F). When deleting a rental agreement line on (STS201/D) or a rental agreement header on (STS100/D), the lost sales parameter is populated with the value from (STS020/F). The value can be edited.

You also have the 'Trans reason' field, connected to 'Rental Reason. Open' (STS060), where the reason for deleting this agreement or agreement line is stated. When the actual deletion is done with these parameters set, a call is made to (OSS456) where records are created in the OSLOST table. When a termination date is specified on (STS100/E) or (STS201/E), lost sales records can be created in the same way in the OSLOST table.