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Below is a summary of the steps involved in setting up rental agreements before using the Advanced Rental module.

1. Set up invoice types
   Invoice types allow you to categorize the types of invoices you create.
2. Define units of measure
   Units of measure define different pricing structures or different sizes or quantities of a piece of equipment. You can also specify billable days.
3. Set up invoicing frequencies
   Invoicing frequencies define how often you bill a customer for rental.
4. Set up price templates
   Price templates provide a way to categorize your pricing.
5. Set up price groups
   Price groups allow you to set up different pricing for the equipment or item types and can be assigned at the model or equipment level.
6. Set up agreement types
   Agreement types allow you to categorize types of agreements.
7. Set up global rental parameters
   Define parameters such as the next agreement, invoice and standdown numbers, default agreement types, invoicing frequencies, and service calls.
8. Define standdown reasons
   Standdown reasons define the reasons your equipment may be unavailable for rental, such as a holiday.
9. Set up reports
   Set up your system so you can print rental reports, including invoices and agreements.

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1. Select Microsoft Dynamics GP > Tools > Setup > Equipment > Rental > Price Templates.
2. Complete the following fields.
   • Price Template ID
     Enter a Price Template ID, for example, RENTMONTH for monthly rentals.
   • Description
     Enter a description.
   • Meter Overage U of M
     If you choose to enter a The Meter Overage U of M , it entered here will default as the Overage U of M in each price rate line on this template.
   • Rental Unit of Measure
     Enter a Rental Unit of Measure. You will receive an error message if the Default Meter Overage Quantity / U of M associated with this Rental U of M (Rental Unit of Measure Setup window) does not match the Meter Overage U of M you entered for the template. You can either change the Meter Overage U of M here or go back to the Rental Unit of Measure Setup window to change the Default Meter Overage Quantity / U of M.
   • Remainder Option
     The remainder option determines which rate line(s) to use to bill the rental. For more information on what each option does, see Remainder options.
   • Rolldown Quantity
     This value defines the point at which the billing of a rental rolls down to the next price rate line. If there is only one price rate line on the template, the rolldown quantity is ignored. See Rolldown quantities for more information.
   • Overage Quantity
     Enter an Overage Quantity and Overage U of M, as necessary.
   • Overage U of M
     Enter an overage unit of measure, as necessary. If you entered a meter overage unit of measure, that overage defaults and cannot be edited.
   • Use Lowest Rate
     Mark this checkbox if you want the system to use the lowest rate for a piece of equipment or item, regard less regardless of the rate assigned to the agreement or agreement line.
3. Select Save.

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1. Select Microsoft Dynamics GP > Tools > Setup > Equipment > Rental > Price Groups.
2. Complete the following fields.
   • Price Group
     Enter the name of the price group.
   • Type
     Select if this is for Inventory or Equipment.
   • Description
     Enter a description.
   • Potential Amount per Day
     Enter the potential amount per day. This field is only available if Equipment type is selected.
   • Price Template ID
     Enter or choose select the price template ID.
   • Price Level
     Enter the price level.
   • Item U of M
     Enter the item unit of measure. If you are linking the price rate to an inventory type, the Meter Overage U of M assigned to the price template needs to match the Life U of M assigned to the equipment, or you will receive an error message. This field is only available if Inventory type is selected.
   • Meter Overage Rate
     Enter the meter overage rate. This field is only available if Equipment type is selected.
   • Insurance Type
     Select the insurance type.
   • Insurance / U of M
     Enter the insurance amount or percentage and the unit of measure.
   • Rental U of M
     The rental unit of measure fills automatically based on the Price Template ID.
   • Rental Rate
     On each price rate line, enter a Rental Rate to charge.
   • Remainder Option
     The remainder option fills automatically based on the Price Template ID.
   • Rolldown Quantity
     The rolldown quantity fills automatically based on the Price Template ID.
   • Overage Quantity
     The overage quantity fills automatically based on the Price Template ID. This field is only available if Equipment type is selected.
   • Overage U of M
     Enter the overage unit of measure. This field is only available if Equipment type is selected.
   • All
     Select if the rate applies to all quantities. This field is only available if Inventory type is selected.
   • Start Quantity
     If you did not choose the mark the All quantity checkbox, enter the starting quantity. This field is only available if Inventory type is selected.
   • End Quantity
     If you did not choose mark the All quantity checkbox, enter the ending quantity. This field is only available if Inventory type is selected.
3. The tree-view will display the pricing on the left side of the window after you tab off End Quantity.
4. Select Save to save the price group.

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1. Select Microsoft Dynamics GP > Tools > Setup > Equipment > Rental > Price Groups.
2. Select a price group and then choose select Copy.
3. In Copy Price Groups, complete the following fields, as appropriate:
   • From Price Group
     The field will automatically fill from Price Group Setup however you can edit this field.
   • From Price Level
     This field will automatically fill from the Price Group Setup however you can edit this field.
   • To Price Group
     Depending upon the outcome you are creating, you can leave this blank, enter a new price group, or choose select an existing price group.
   • To Price Level
     Depending upon the outcome you are creating, you can leave this blank or enter a new price level.
   • Percent Change
     Enter a negative or positive adjustment to adjust the pricing for the newly created records.
   • Round to Nearest
     Enter a round to the nearest an amount to avoid penny pricing that may occur from the percentage change.
4. Select Copy.

...

• From Price Group: Existing
• From Price Level: Blank
• To Price Group: Enter a new name.
• To Price Level: Blank

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1. In the Rental Price Group Setup window, enter or choose select a price group.
2. Select Assign.
3. In the Price Group Assignment window, the Price Group and its Description will automatically fill from Rental Price Group Setup.
4. For inventory items, enter or choose select a class ID. OR Complete the following filter fields for equipment items:
   • Branch
     Enter or choose select a branch.
   • Model
     Enter or choose select a model.
   • Build Year
     Enter or choose select a build year.
5. After entering the appropriate filter information, choose select Redisplay to update the Available and Assigned columns.
6. To limit the available items not assigned to any price group, mark the Only Show Unassigned checkbox. Without marking this checkbox, the Available column will display all items not assigned to the current price group, including items that have already been assigned to a different price group.
7. To assign items to the price group, choose select one or more items in the Available column, and then choose select Insert. The item will move to the Assigned column.
8. To remove items from the Assigned column, choose select one or more items in the Assigned column, and then choose select Remove. The item will move back to the Available column.
9. Select OK to save the price group assignment, close the window, and return to the Rental Price Group Setup window

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1. Select Microsoft Dynamics GP > Tools > Setup > Equipment > Rental > Rental Setup.
2. Complete the following fields.
   • Next Booking Number
     Enter the next booking document number to default on your agreements. Mark the Re-use checkbox to re-use any unused document numbers.
   • Next Agreement Number
     Enter the next agreement document number to default on your agreements. Mark the Re-use checkbox to re-use any unused document numbers.

   • Next Invoice Number
     Enter the next invoice document number to default on your agreements. Mark the Re-use checkbox to re-use any unused document numbers. 

     Note
     If you are using grouped invoicing, you must limit the Next Invoice Number to 10 characters due to the grouped invoice number utilizing 5 characters.  For example, a grouped invoice number would consist of the first 10 characters that you have determined "1234567890" with the addition of "-XXXXX". The X's represent sub-invoicing numbering.

   • Next Standdown Number
     Enter the next standdown document number to default on your agreements. Mark the Re-use checkbox to re-use any unused document numbers.
   • Next Off Rental Number
     Enter the next off rental document number to default on your agreements. Mark the Re-use checkbox to re-use any unused document numbers.
   • Next SOP Batch Number
     Enter the next SOP batch number to default on your agreements. Mark the Re-use checkbox to re-use any unused document numbers.
   • Next GL Batch Number
     Enter the next general ledger batch number to default on your agreements. Mark the Re-use checkbox to re-use any unused document numbers.
   • Default Booking Type
     Enter the booking type to default into your documents. Leave this blank if you want to enter this manually.
   • Default Agreement Type
     Enter the agreement type to default into your documents. Leave this blank if you want to enter this manually.
   • Default Invoicing Frequency
     Enter the invoicing frequency to default into your documents. Leave this blank if you want to enter this manually.
   • Default Price Level
     Enter the default price level.
   • Equipment - Multiple Reservations
     Select whether to allow or not allow a piece of equipment to be on multiple agreements at the same time. You can also choose select to receive a warning message if the equipment is already booked.
   • On Rental Default Service Call Type
     This field apply applies only to Service Management users.
   • On Rental Default Service Division
     This field apply applies only to Service Management users.
   • Off Rental Default Service Call Type
     This field apply applies only to Service Management users.
   • Off Rental Default Service Division
     This field apply applies only to Service Management users.
   • Action Taken Upon Booking Deletion
     Select the action when a booking is deleted.
   • Action Taken Upon Agreement Deletion
     Select the action when an agreement is deleted.
   • Action Taken Upon Invoice Deletion
     Select the action when an invoice is deleted.
   • Tax Source
     Enter the tax source for rental rates, insurance rates, overages, and markdowns. These are used to calculate taxes on agreements.
   • Tax Schedule ID
     Enter the tax schedule ID for rental rates, insurance rates, overages, and markdowns. These are used to calculate taxes on agreements.
   • Use Receivables Management Posting
     Mark this checkbox to post rental invoices through Receivables Management (RM) instead of Sales Order Processing (SOP). Unchecked, the batch will be in the Rental Invoice Batch Entry.
   • Use Time Entry Fields
     Mark this checkbox if you want to be able to enter times in addition to dates on your agreements. Because the smallest rental U of M is a Day, entering times does not affect the rental. This feature is mostly reserved for future use.
   • Use Invoicing Date as the Invoice To Date
     Mark this checkbox to use the invoicing date as the next Invoice Date (Rental Invoice Entry window). Leave it blank, and the system will first check to see if the invoicing frequency has been set to invoice in advance; if so, the date will be calculated accordingly; if not, the invoicing date will be used anyway.
   • Override Rolldown on Roll Forward
     Mark this checkbox if you want to enable the roll forward feature but not issue credits for past invoices that use the original billing rate.
   • Only Invoice Off Rental Agreement Lines
     Mark this checkbox to invoice only agreement lines that are not currently on rent.
   • Post Through GL for Rent To Job Invoices
     This checkbox is used only for "rent to job" agreement types. See Renting Equipment to a Job.
   • Weekend Days
     Mark the days to be considered weekend days. For information on setting up default accounts, see Setting up global distribution account defaults by branch and/or division.
3. Select OK.

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1. Select Microsoft Dynamics GP > Tools > Setup > Equipment > System > Report Definitions.
2. Complete the following fields.
   • Report Area
     Use the drop-down menu to choose select a report type.
   • Report ID
     The name that appears when you use the Print button to print the report.
   • Report Source
     Your choices are Microsoft Dynamics GP or SRS Reports, depending on the type of report. For example, if an SRS report isn't available for that type, it won't appear in the drop-down menu.
   • Report Pathname
     Select the folder button to browse to the location of the reports. C:\<install folder>Signature\SRS Reports\Equipment Management
3. Select Save. Repeat steps for each report type.

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1. Select Microsoft Dynamics GP > Tools > Setup > Equipment > System > Report Groups.
2. In the Report Area field, use the drop-down menu to choose select a report type, then enter a Report Group name.
3. In the Available Report IDs column, double-click the Report ID shown.
4. Select Save. Repeat steps 2 through 4 for each report type.

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1. Select Microsoft Dynamics GP > Tools > Setup > Equipment > System > Report Buttons.
2. Complete the following fields.
   • Report Area
     Use the drop-down menu to choose select a report type.
   • Security Type
     Select a security type. Select Global to apply to all users. If you choose select User Class or User, enter a User Class ID or User ID, respectively.
   • Document ID
     Select a document ID with which to associate the Report Button.
   • Available Report Group
     The list of available report groups display displays in this area. Select the group name to be assigned and then choose select Add.
   • Assigned Report Group
     Displays what report groups have been assigned. You can use the buttons to the right to organize or remove an assigned report group.
3. Select Save. Repeat the Report Button Setup steps for each report area.