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 in 'Rental Agreement. Open' (STS100/E).

The following prerequisites must be met for a rental agreement line to be qualified for invoicing:

• The line must not be invoice blocked.
• The date on the agreement line to which a previous invoice has been made must be before the specified billing (calculation) date.
• If the agreement line's price category is daily, weekly, monthly or best price until a certain date, this amount of time must have passed since the previous calculation.
• The agreement line must not be included on an existing invoice proposal.
• The package line must have 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 may be relevant for a customer order but not for rental agreements. In that case, the service charge can be excluded from rental invoicing using the setting 'Service charge' in 'Settings - Rental Agreements' (STS699).

Follow these steps

Follow the steps below 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 the following fields:
   • 'Agreement number'

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

     The alternatives are:

     • 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 in 'Rental Agreement Order Type. Open' (STS020/E) is set to 1='Yes', an invoice proposal will be created automatically during check-in. The invoice period will be 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: Packages must be predefined 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.

   A package can be invoiced 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.

Examine invoice proposal:

1. Start 'Rental Invoice Proposal. Update' (STS810/B).

   Start 'Rental Invoice Proposal. Update' (STS810/B).

2. Select option 11='Prp agr lines' to examine proposed agreement lines.

   You can examine agreement lines in '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 in 'Rental Invoice Proposal. Update Line Detail' (STS812/B).

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

4. Select the following alternatives:
   • To approve the invoice proposal, return to 'Rental Invoice Proposal. Update' (STS810/B) and click F14='Approve proposals'.

     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 in 'Rental Invoice Proposal. Open' (STR810/B) or 'Rental Invoice Proposal. Open Line Details' (STR812/E).

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

     The invoice proposal is regenerated in 'Rental Invoice Proposal. Create' (STS800/E).

   Note: The current invoice proposal must be deleted before changes are made to the rental agreement.

Print invoice:

1. Start 'SO Invoice. Print' (SOS180/E).
2. If necessary, change the date when the record was invoiced.

   The invoice date and accounting date is as default set to today's date, but can be changed.

3. If necessary, change the accounting date.

   It is preferable if the invoice date and accounting date are set to the same date.

   It 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 in 'FAM Function. Open' (CRS405/B).

4. Select one or more of the following alternatives in 'SO Invoice. Print' (SOS180/E) to generate the rental invoices:
   • Specify a facility.
   • Specify a single SO number.
   • Specify an SO round.

     All invoice proposals that are invoiced in the same run (for example, using F14= 'Crt inv orders') in 'Rental Invoice Proposal. Open' (STR810/B) are given the same creation round number (SO round). This number is displayed in 'Rental Invoice Proposal. Open Line Details' (STR812/E).

   • Specify a payer.
   • Specify an SO type or an SO type range.

     Normal service invoices are not generated.

     Normal service invoices are not generated.

   • Specify a delivery date.
   • Specify a warehouse.
5. Press Enter to submit the job and print the invoices.