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  1. Select Transactions > Equipment > Rental Agreement Entry.
  2. Complete the following fields.
    • Agreement Type ID
      Select the agreement type ID. If you set up a default agreement type ID in Rental Setup, tab through this field and it will fill automatically.
    • Agreement No.
      Fills automatically.
    • Customer ID
      Select a Customer ID.
    • Customer Name
      The customer name fills automatically based on the customer ID.
    • PO Number
      Enter the purchase order associated with the agreement, if applicable.
    • Agreement Date
      Fills automatically based on the user date. You can change this value.
    • Rental From
      Enter the start date to specify when the equipment will be on rent. The system uses this date range to check equipment availability.
    • Rental To
      Enter the end date to specify when the equipment will be on rent. The system uses this date range to check equipment availability.
    • Rental Location ID
      Fills automatically based on the customer. If linked to a customer, this field will fill with the Customer ID and Address ID.
    • Price Template ID
      Fills automatically based on the agreement type, and is used to set up pricing structures for rental pricing.
    • Invoicing Frequency ID
      Fills automatically based on the agreement type, or - if not set up for the agreement type - based on Rental Setup. This value is used to determine when an agreement is invoiced.

    • Price Level
      The price level defaults in auto-populates 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.


    • Operating Lease
      If the agreement is an operating lease, mark the checkbox and then 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.

Step 2: Enter sales commissions and markdowns

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  1. On the Rental Agreement Entry window, select the Line Entry button. The system automatically saves the agreement and then opens the Rental Agreement Entry Line window.
  2. Select the Line Type.

  3. Select an Equipment ID or Item Number to be rented. Several fields fill automatically when you 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

    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 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.
  4. 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 auto-populates 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.

    • 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 shows 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.

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  1. From the Rental Agreement Entry window, select the Misc. Entry button to open the Rental Agreement Miscellaneous Entry window.
  2. 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 to sell the balance or override the shortage. If there are no more of this item remaining after rental, you must 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 multiplied 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, 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 select a different line to link the entry to. 

      Note

      For information on linking lines, see About Line Linking.


  3. Select Save Save to return to the Rental Agreement Entry window. The miscellaneous lines you entered appear on the Rental Agreement Entry window. To select a line for editing, double-click the line on this window; the Rental Agreement Miscellaneous Entry window re-opens.

Step 5: Place the equipment on rent and create a transport request

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  1. To create a transport request, select the Transport icon in the Trans port Transport Number field. A transport request is automatically generated and a transport number fills into the field.
  2. Select Process.

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