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- Operating Lease
If the agreement is an operating lease, mark the checkbox and then choose select the expansion button to open Lease Information which allows you to enter additional operating lease information. See Working with Operating Leases for more information. - Disable Invoicing
Mark this checkbox to temporarily disable invoicing for this agreement line. When marked, this line will not be included in an invoice batch. - One Way
Mark to designate that the booking is a one way rental, meaning equipment is rented at one location and returned to another. - Separate Invoice
Mark to override the customer invoice setting from Customer Rental Information. Marking this checkbox means that you want one invoice per agreement with multiple lines. For more information about the invoice setting in Customer Rental Information, see Customer Rental Information.
- Operating Lease
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- On the Rental Agreement Entry window, choose select the Line Entry button. The system automatically saves the agreement and then opens the Rental Agreement Entry Line window.
- Select the Line Type.
Select an Equipment ID or Item Number to be rented. Several fields fill automatically when you choose select the equipment or item, including Rental Location ID, Original Site ID, and Rental Site ID. Some fields fill from the Rental Agreement Details Entry window, and some fill from the Equipment Manager window.
Note If When you attempt to change the Equipment ID while on an existing line, the system will prompt you with the following message: Do you want to change the equipment? If
- If you
- select Yes, the following message will display: Do you want to retain the other information on this window?
- If you
- select Yes, the Equipment ID will change, along with the fields associated with that equipment record - all other fields you filled manually will be retained.
- If you
- select No, only the Equipment ID and the fields associated with that equipment record will fill - all other fields will be cleared.
- If you select No, the Equipment ID is not changed.
- Complete the following fields.
- Line
Displays the line number. - Linked Line
Displays the line that the current line is linked to. For more information linking lines, see About Line Linking. - Subject to Commissions
Mark this checkbox if you want to be able to distribute commissions for this booking line. - One Way
Mark to designate that the booking is a one way rental, meaning equipment is rented at one location and returned to another. - Use Lowest Rate
Mark this checkbox if want to use the lowest rate possible, regardless of which rental rate is selected. May default as checked or unchecked based on the Price Template ID. - Fully Maintained
Mark to designate that tire and brake wear are not charged on the rental invoice, however charges will always be incurred when tire type changes from original to retread and for reefer fuel consumption. For more information on recording, see Vehicle Readings. - Comment ID
Select a comment ID that describes this booking line or booking type. - Rental From
This field fills automatically from the Rental Booking Entry window, if applicable. - Rental To
This field fills automatically from the Rental Booking Entry window, if applicable. - Invoicing Free Days
Enter the number of days after the on rental date that invoicing will commence. - Original Site ID
Fills automatically based on the booking type. - Rental Site ID
Fills automatically based on the booking type. - PO Number
Enter the purchase order number, if applicable. - Assign to Equipment
Enabled only if the Line Type is not Equipment. This represents the equipment that is tied to the inventory item being rented. This is used primarily for MDA (Multi-Dimensional Analysis). - Enter pricing information.
- Pricing Template ID
Select the pricing template. Pricing information that fills based on the price template can be changed if necessary. Price Level
The price level defaults in based on the price group and where the price level has been assigned.Note For information on how the system looks for the price level to use, see Determining Price Levels.
- Line
- Overage Rate / UOM
The rate charged if the Overage Quantity has been exceeded. The Overage Rate is entered as a dollar amount per Unit of Measure. Free Overage Qty
If the equipment you are renting does not involve mileage charges, you may want to provide an overage amount to consider the mileage incurred when transporting the equipment. Enter the amount of free mileage in Total Overage Qty. The off rental invoice will compare the on and off rental miles with the free quantity and charge accordingly. In the first example, the free overage covers all the off rental miles, so there are no miles to invoice. The second example show that there are still 900 miles that will be invoiced at the overage rate, after the free quantity has been subtracted.On rental miles
10,000
Off rental miles
10,050
Free Qty
100
Invoice miles
0
On rental miles
10,000
Off rental miles
11,000
Free Qty
100
Invoice miles
900
- Rental U of M
Fills automatically based on the Price Template ID; defines the price rate used on this booking line. - Rental Rate
Fills automatically based on the Price Template ID; if no rate is set up, enter one here. - Rolldown Quantity
The point at which the price rate is rolled up or rounded up if there are more days in the billing period than are defined by the rate. See Set up price templates. for more information. - Remainder Option
Determines "what to do" with any remainder if there are more days in the billing period than are defined by the rate. See Set up price templates. for more information. - Overage Qty
The point at which actual usage exceeds allowed usage for a piece of equipment; this is when to charge a customer the Overage Rate. Estimated Quantity
As opposed to calculating mileage and overages as part of the off rental process, mileage readings may be intermittently obtained either electronically or manually during the rental period. The calculation and invoicing will be performed at every invoicing cycle. When a reading is not obtained, estimated miles for the period will be charged and reconciled at the next accurate reading. The estimated reading is obtained by using the closest to date reading. If this doesn't exist, you can manually enter the estimated reading in the estimated quantity field in the scrolling window.Note If a value is entered for the total overage quantity, the overage quantities and estimated values in the scrolling window will be cleared and disabled.
- Overage Rate / UOM
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- Add insurance, markdowns, and taxes to the agreement, as necessary. See Entering Additional Details.
- Enter account distributions if necessary. See Rental account distributions for more information.
- Select Save. The Rental Agreement Line Entry window clears. Close this window to return to the Rental Agreement Entry window. Notice that the agreement lines you enter appear on the Rental Agreement Entry window. To choose select a line for editing, double-click on the line on this window; the Rental Agreement Line Entry window re-opens.
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- From the Rental Agreement Entry window, choose select the Misc. Entry button to open the Rental Agreement Miscellaneous Entry window.
- Complete the following fields.
- Item Number
Enter the inventory item to be included on this booking. - Item Qty
Enter the item quantity. - U of M
Enter the unit of measure. - Site ID
Fills automatically with the current site of the item. If the quantity entered is greater than what is "on hand," the Rental Item Shortage Options window will open. Use this window to choose whether to choose to sell the balance or override the shortage. If there are no more of this item remaining after rental, you must choose select Override Shortage. Select OK. - Price Level
Fills automatically based on the item record (Item Maintenance window). This is the price level associated with the price rate. - Comment ID
Select a comment ID. - Assign to Equipment
Enter the equipment ID of the piece of equipment associated with this item. - Inventory
Fills account number automatically based on the item record (Item Maintenance window). - Cost of Sales
Fills account number automatically based on the item record (Item Maintenance window). - Sales
Fills account number automatically based on the item record (Item Maintenance window). - Markdown
Fills account number automatically based on the item record (Item Maintenance window). - Unit Price
Fills the unit price automatically, based on the price level of the item (Item Maintenance window). - Unit Markdown
Calculated based on the booking header, if the header contains a unit markdown amount. Use the expansion button to change a percentage to a dollar amount, or vice versa. - Extended Price
Calculated as the Unit Price multi plied by the Item Quantity. - Line Total
Calculated as the Unit Price minus the Unit Markdown, multiplied by the Item Quantity. - Unit Cost
The current cost of the item from the item record (Item Maintenance window). - Extended Cost
Calculated as the Unit Cost multiplied by the Item Quantity. - Tax Source
Fills automatically from the Sales Tax Option on the item record (Item Maintenance window). - Tax Schedule ID
If the source is Taxable, choose select a tax schedule. - Calculated Tax
The total tax amount, calculated by the Tax Source, Tax Schedule ID, and Line Total. - Misc. Line
Displays the line number for the miscellaneous entry. Linked Line
Displays the current line number from the line entry window. You can enter or choose select a different line to link the entry to.Note For information on linking lines, see About Line Linking.
- Item Number
- Select Save to return to the Rental Agreement Entry window. The miscellaneous lines you entered appear on the Rental Agreement Entry window. To choose select a line for editing, double-click the line on this window; the Rental Agreement Miscellaneous Entry window re-opens.
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- From the Rental Agreement Entry window, choose select the On Rental button to open the On Rental Entry window.Most of the fields on this window fill from the agreement and initially display by Agreement No. You can change the Display By method by choosing a different radio button, but when you do, the window clears and you need to re-enter information.
- Mark the On Rental checkbox. The Date fills in automatically with the Rental From date, from the agreement. If the window is displayed by Agreement No., you can choose select all lines for that agreement by choosing the first line, holding down the SHIFT key, then choosing the last line in the list. This way, you can choose select an "on rental" day for all lines at once.
- Enter a Meter Reading, if necessary.
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- To create a transport request, choose select the Transport icon in the Trans port Number field. A transport request is automatically generated and a transport number fills into the field.
- Select Process.
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- Select Cards > Equipment > Equipment Manager, and choose select an Equipment ID.
- Select the Rental Inactivation tab, and mark the Inactivate for Rental checkbox.
- Select Save.
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- Select Cards > Equipment > Equipment Manager, and choose select an Equipment ID.
- Select the Rental Inactivation tab. In the scrolling window is a list of any existing rental inactivation periods for this equipment; you can edit any rental inactivation period at any time.
- Enter a Start Date and End Date for the inactivation period. You must enter a date in both fields, and the Start Date must occur before the End Date. Multiple rental inactivation periods for the same equipment cannot overlap.
- Select Insert >>. If there are no conflicts with this inactivation period, the start and end dates populate into the scrolling window. If the rental inactivation period interferes with any expected rental dates from a booking or agreement, a warning message appears:
- Select OK, and if you are sure you want to inactivate the equipment for this period, choose select Insert >> again. The rental inactivation period can overlap the dates of a rental agreement; however, you will not be able to put the equipment on rent during an inactive period.
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