Copy Rental Agreement or Agreement Line

In this document it is explained how you copy a rental agreement from one agreement to another and how you add lines to an existing agreement using the copy functionality.

Copying can be done from the agreement header using option 'Copy' on 'Rental Agreement. Open' (STS100/C) or from the agreement line using 'Rental Agreement. Copy Line' (STS126).

If a new agreement should be created with identical or similar data as an existing agreement, we recommend you to use (STS100/C).

If you already have an existing agreement header, but want to add lines with identical or similar data as already existing lines, (STS126) can be used.

From (STS100/C) you can perform these actions:

  • Perform a "quick copy", which means that both the agreement header and agreement lines are copied to a new agreement and no detailed panels are displayed.
  • Only copy the agreement header and then use (STS126) if lines should be copied as well.
  • Use various settings to determine what should be included in the copy, such as line type and charges.
  • Use various fields for overwriting, such as agreement customer and order type.
From (STS126) you can perform these actions:
  • Copy one or several agreement lines from one agreement to another agreement.
  • Copy one or several agreement lines from one agreement to the same agreement.

Outcome

One or several agreement lines are copied from an existing rental agreement to a new agreement, or to the agreement you are currently working with.

You reduce the amount of administrative work that you must do when specifying a new agreement or line by copying an existing one and changing relevant information.

These tables are updated:

  • Agreement header (STAGHE)
  • Rental agreement header charges (STOCHR)
  • Agreement Line (STAGLI)
  • Line Charges (STLICH)
  • Additional charges per agreement line (STADCH)
  • Documents per Agreement Line (STLIDO)

Before you start

  • An agreement header must exist in 'Rental Agreement. Open' (STS100) to copy from.
  • Agreement lines must be connected to the agreement header in 'Rental Agreement. Open Lines' (STS201). If only an agreement header exists, you can only copy the agreement header.

Follow these steps

Follow these steps to copy an agreement using (STS100/C):

  1. Start 'Rental Agreement. Open' (STS100).
  2. Specify the agreement number to be copied on the A panel or select the agreement on the B panel.

    Select option 3-'Copy' to proceed to the C panel.

    On (STS100/C) there are various setting to determine what to copy. Ensure you read the help text for each field to understand how they should be specified for what you need. If you want an exact copy of the agreement, it is important to also select the check boxes for charges, price, text, and documents.

This table shows some examples of how the setup can be done on (STS100/C):
Quick copy Select 'Quick copy' on the C panel, if you do not want the detailed panels to be displayed during the copying. Confirm on (STS100/C) with Enter to return to either the A or the B panel, depending on where you initiated the copy.

The agreement has now been copied and the new agreement number is displayed.
Copy agreement header Select 'Copy agr header' if you want the header to be copied from the original agreement header as a true copy.

This means that manually changed values in the original header are copied to the new agreement.
Copy only agreement header Specify '1' in the 'Panel sequence header' field if you only want to copy the agreement header.

Confirm on (STS100/C) with Enter. (STS201) is displayed for the new agreement. The agreement number used during copying is set in the 'Copy' field in (STS201). Press Enter to display (STS126) with the agreement lines from the copied agreement.

If you remove the agreement number in the 'Copy' field, the lines can be manually specified instead.

Copy only specific line types Select the line types to copy.

For example, the field value '12' means that only lines with line types 1 and 2 are copied. If the field is left blank, all existing lines will be copied.

Confirm on (STS100/C) using Enter. Depending on other settings on (STS100/C) you either proceed to the next panel or return to the A or B panel.

Follow these steps to copy the agreement line:

  1. Start (STS100).
  2. Specify the agreement number where the new line or lines created using the copy functionality should be copied to .
  3. Use related option 11='Lines' to open (STS201).
  4. Before you start the copying process, ensure that you have the correct setting for copying on the P panel. Select F13 on (STS201/B1) to proceed to the P panel.

    Select whether you want to copy the information from these fields: 'Price', 'Text', 'Documents', 'Add charge', and 'Line charges'. Press Enter.

  5. There are three fields related to the line copy functionality in (STS201/B), placed next to each other with the heading 'Copy'.

    As a minimum, the agreement number to copy from should be set in the first 'Copy' field. If you then press Enter, (STS126) is displayed with all the lines from this agreement.

    If only one line should be copied, you can specify the order line number in the field next to the agreement number field.

    There is also a 'Version' field which must be specified when copying a quotation line.

  6. In (STS126) you can select these alternatives:
    • Copy every line by pressing F14.
    • Copy one or several lines by selecting them and use option 3-'Copy'
    Some of the fields are editable in (STS126) and can be adjusted before copying them. If a line has a connected serial number, this can only remain if it is available for the set agreement period.
  7. When copying has been completed in (STS126) you must close the program to return to (STS201). The lines that have been created can now be adjusted using option 3-'Change' or any of the related options in (STS201).
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