Adding Contact Persons to Rental Agreement

This document describes how to create and maintain customer contacts on rental agreements lines.

Rental agreements are often driven by a well-developed relationship between the rental department and the individual contacts at the customer offices. Orders may be connected, searched and emailed to the individual contacts instead of the main customer address.

Overview

When a rental agreement lines is created from 'Rental Agreeement. Open Lines' (STS201), it will automatically connect existing customer contacts that belong to the same customer site (address). You can also select option 44=Connect Contact from (STS201) to manually add contacts in 'Add Contact Person to Rental Agreement' (STS119). In this case the contacts do not need to be connected to the customer in 'Customer. Connect Contact' (CMS055); they just need to be defined in 'Contact Person. Open' (CRS618). There are related options added to program 'Rental Agreement. Open' (STS100 panel A or B) and program 'Rental Agreement. Create' (STS085).

You can also use the API (STS119MI) with the following transactions:

  • AddRentalContact
  • DltRentalContact
  • GetRentalContact
  • LstContactsPerAgreements
  • LstContactsPerLine

Limitations

This solution automatically connects rental contacts to rental agreement lines.

Before You Start

The following programs must be updated.

  • You start by verifying that (CRS618) contains contacts and that 'Customer. Open' (CRS610) contains a customer. Also verify if these are connected in (CMS055). Next, you create your agreement in 'Rental Agreement. Open' (STS100) and add lines in (STS201). When rental agreement lines are created, it will automatically connect existing customer contacts that belongs to the same customer site (address).

  • The address type ADRT must be set to '02 – Location address' and address number ADID must be blank to be valid for an agreement header.
  • Several contact persons can be connected to the same customer and will be defaulted upon agreement creation.
  • If a contact person is connected to the customer in (CMS055) according to description above, the contact person will be defaulted during agreement creation and connected to the agreement header. The contact person will be visible in (STS119) from (STS100 panel A and B) and via related option in (STS085).
  • When agreement lines are added, the contact person on the header will be defaulted down to the lines.
  • If more than one contact person exist for a customer, all will be defaulted down to the lines.
  • If a specific contact person is connected to a certain address ID, the contact person will be defaulted from the agreement header and the contact person connected to the specific address ID will be added as well.
  • Contact person can be added manually in (STS119) for an agreement header. If, however, an existing agreement already has agreement lines, these will not be affected if the contact person is added after the lines were created. Agreement lines created after the contact person has been added to the agreement header will be defaulted as the contact person from the agreement header.
  • If contact person is manually removed from agreement header, none of the existing agreement lines will be affected. However future agreement lines will not have a defaulted contact per-son unless one exist on the agreement header.

Workflow

Access (STS119) where you will see the contacts that are connected to the agreement line. These can be added automatically, or manually.

In (STS119), you will be able to quickly add both new and existing contacts to an existing rental agreement line. Display all rental agreements and rental agreement lines for a selected contact by selecting F17 in 'Rental Logistics Toolbox. Open' (STS140). This will open (STS119) where you can use sorting order 3 and display all rental agreements and rental agreement lines for a selected contact.

Follow These Steps

  1. Create a customer contact by entering one or more contact persons in (CRS618).

  2. Create a customer by entering customers in (CRS610).

  3. Connect a contact person to a customer by selecting option 29='Connect contact' in (CRS610). This option will start (CMS055).

  4. Connect a contact to a customer.

    • In (CMS055), the contact person defined in (CRS618) is connected to the customer defined in (CRS610).
    • For a contact to be created in (STS119), perform the following steps beginning with creating an agreement in 'Rental Agreement. Open' (STS100) with agreement lines in (STS201).

      Create an agreement in 'Rental Agreement. Open' (STS100) and add lines in (STS201).

      After you add the line, (STS119) is updated with input from (CMS055). If you want to, you can manually add new contacts here.

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