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1. Choose Transactions > Equipment > Rental Agreement Entry.
2. Complete the following fields.
   • Agreement Type ID
     Choose 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
     Choose 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 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 levelsPrice Levels.

     
     

• • Operating Lease
    If the agreement is an operating lease, mark the check box and then choose the expansion button to open Lease Information which allows you to enter additional operating lease information. See Working with operating leasesOperating Leases for more information.
  • Disable Invoicing
    Mark this check box 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 check box means that you want one invoice per agreement with multiple lines. For more information about the invoice setting in Customer Rental Information, see see Customer rental informationRental Information.

Step 2: Enter sales commissions and markdowns

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

3. Choose an Equipment ID or Item Number to be rented.Several fields fill automatically when you choose 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 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 choose Yes, the following message will display: Do you want to retain the other information on this window? If you choose 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 choose No, only the Equipment ID and the fields associated with that equipment record will fill - all other fields will be cleared.

   
   

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 check box 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 check box 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
     Choose 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
     Choose 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 levelsPrice 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 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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