Invoice Rental Agreement

Outcome

An invoice is created and sent to the customer.

The invoiced agreement is used for these purposes:

• Updating the sales statistics
• Creating and sending invoices to the customer
• Updating the individual item history of a rental item
• Analyzing revenue and costs per rental item for an agreement customer

These tables are updated:

• Service Order Header (SSHEAD)
• Agreement Line Rental (STAGLI)
• Rental Line Detail (STLIDE)
• Agreement Proposal Header (STAGPH)
• Agreement Proposal Line (STAGPL)
• Agreement Header (STAGHE)

Before you start

An active agreement with the next invoice date later than the last invoice date must exist on 'Rental Agreement. Open' (STS100/E).

You must meet these prerequisites for a rental agreement line to qualify for invoicing:

• Ensure that the line is not invoice blocked.
• Ensure that the date on the agreement line to which a previous invoice is made is before the specified billing (calculation) date.
• If the agreement line's price category is daily, weekly, monthly, or best price until a certain date, ensure that the specified time has passed since the previous calculation.
• Ensure that the agreement line is not included in an existing invoice proposal.
• Ensure that the package line has status 50-'Rental in progress' or 40-'Terminated'.

The service charge is added to the rental invoice if a service charge is connected to the payer and if this service charge has a limit higher than the invoiced amount.

The service charge is relevant for a customer order but not for rental agreements. In that case, exclude the service charge from rental invoicing using the setting 'Service charge' in 'Settings - Rental Agreements' (STS699).

Follow these steps

Follow these steps to invoice a rental agreement line:

1. Start 'Rental Invoice Proposal. Create' (STS800/E).
2. Specify the next order date (invoice date).

   The date is used to select the agreement lines to be invoiced.

3. To select the agreements to be invoiced, specify information in these fields:
   • 'Agreement number'

     You can choose the appropriate range of agreements in the two agreement number fields.

     These are the alternatives:

     • A single agreement
     • Up to five agreements with specified agreement numbers
     • Multiple agreements as a range of agreement numbers
   • 'Payer'

     Specify a valid payer.

   • 'Individual item number'

     Specify the individual item number of the rental item, or a range of individual item numbers.

   • 'Agreement order type'

     All rental agreements with the same agreement order type, or a range of agreement order types.

   • 'Item number'

     The item number is the unique ID of an individual item or equipment.

   • 'Agreement number'

     Specify a value, if there are five or less specific rental agreements to be invoiced.

4. Press Enter to create an invoice proposal.

   If the 'Inv at Check-in' parameter on 'Rental Agreement Order Type. Open' (STS020/E) is set to 1='Yes', an invoice proposal is created automatically during check-in. The invoice period is up to the termination date of the rental agreement, which means the same as the check-in date if no prior termination date has been specified.

   Note: Predefine packages in 'Rental Package Structure Header. Open' to be used for entry in a rental agreement. Each package header holds the package price, which is automatically distributed to the package lines as defined in the package structure.

   Invoice a package only when:

   • All the included package lines have line status 50-'Rental in progress'.
   • The package is fully delivered to the customer.

     The invoice price is calculated for the entire period, until all the components of the package are returned or checked in.

Follow these steps to examine invoice proposal:

1. Start 'Rental Invoice Proposal. Update' (STS810/B).
2. Select option 11='Prp agr lines' to examine proposed agreement lines.

   You can examine agreement lines on 'Rental Invoice Proposal. Update Lines' (STS811/B).

   All agreement lines included in the invoice proposal for this rental agreement are displayed.

3. Select option 11='Line details' to examine the line details.

   You can examine line details on 'Rental Invoice Proposal. Update Line Detail' (STS812/B).

   The line charges for the selected rental agreement lines are also displayed.

4. Select these alternatives:
   • To approve the invoice proposal, return to (STS810/B) and click F14='Approve proposals'. Alternatively, you can click F17='Approval Selection' to open a selection panel where you set criteria for which invoice proposals to approve.

     You can also approve an invoice proposal for an individual agreement by selecting option 8='Approve proposal'. The service order number created from the agreement proposal is displayed on (STS810/B) or 'Rental Invoice Proposal. Open Line Details' (STS812/E).

   • To change the invoice proposal, start 'Rental Agreement. Open' (STS100/B) and make necessary changes in the agreement.

     The invoice proposal is regenerated on (STS800/E).

   Note: 

   Delete the current invoice proposal before making changes to the rental agreement.

Follow these steps to print invoice:

1. Start 'SO Invoice. Print' (SOS180/E).

2. If necessary, change the date when the record is invoiced.

   By default, the invoice date and accounting date are set to today's date, but you can change these dates.

3. If necessary, change the accounting date.

   You can set the invoice date and accounting date to the same date.

   The date does not have to be the current date, but must be within the valid accounting range. This range is defined in the detail record for the FAM function used for the entry on 'FAM Function. Open' (CRS405/B).

4. Select one or more of these alternatives on (SOS180/E) to generate the rental invoices:

   • Specify a facility.
   • Specify a single SO number.
   • Specify a SO round.

     All invoice proposals that are invoiced in the same run, for example, using F14= 'Crt inv orders' on (STS810/B) are given the same creation round number (SO round). This number is displayed on (STS812/E).

   • Specify a payer.
   • Specify a SO type or a SO type range.
   • Specify a delivery date.
   • Specify a warehouse.
5. Press Enter to submit the job and print the invoices.