Below is a summary of 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 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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Setting up invoice types

Invoice types allow you to categorize the types of invoices you create. You may want to set up different invoice types for different rental billing durations, for example, monthly, yearly, and so on. Note:

1. Choose Microsoft Dynamics GP > Tools > Setup > Equipment > Rental > Invoice types.
2. Complete the following fields.
   • Invoice Type ID:
     Enter the invoice type ID.
   • Description:
     Enter a description.
   • Rent To Type:
     Choose whether you want to associate this booking type with a job or with a customer.

   • Next Invoice Number

     :

     
     Enter the next number to use when you create a new invoice for an agreement. Enter up to 15 characters. This value overrides the Next Invoice Number defined on the Rental Setup window. 

...

1. • 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.

     
     

   • SOP Invoice Type ID

...

1. • 
     This field does not appear if you marked the Use Receivables Management Posting

...

1. • checkbox on the Rental Setup window.
2. Choose Save.

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Defining units of measure

You have already set up life units of measure in Equipment Manager module setup. Here you will set up rental units of measure, which define rental periods and drive the billing of equipment rental arrangements. Note:

1. Choose Microsoft Dynamics GP > Tools > Setup > Equipment > Rental > Units of Measure.
2. Complete the following fields.

   • Rental U of M

     :

     
     Enter the rental unit of measure. 

...

1. • Note
     Day means a physical day, Week means the number of working days in a week, Month means the number of working days in a month, and Calendar Month means a calendar month.

     
     

   • Description

...

1. • 
     Enter the description.
   • Display U of M

...

1. • 
     Enter the display U of M to print on invoices.
   • Time Frame

...

1. • 
     Enter the time frame.
   • Qty

...

1. • 
     Enter the quantity.
   • Hours per Day

...

1. • 
     Enter the hours per day, if you chose Day as the rental unit of measure.
   • Days per Month

...

1. • 
     Enter the days per month, if you chose Month as the rental unit of measure.
   • Default Meter Overage Quantity

...

1. • 
     Enter a default meter overage quantity to define the point at which any equipment usage under this rental U of M is considered an overage. If you want to be able to define overages per price rate line, leave this field blank.
   • U of M

...

1. • 
     Enter the unit of measure for the default meter overage quantity. If you want to be able to define overages per price rate line, leave this field blank.
   • Billable Days

...

1. • 
     Mark the days of the week to be defined as working days.
2. Choose Save.

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Setting up invoicing frequencies

Invoicing frequencies allow you to define how often you bill customers, for example, weekly or monthly. Note:

1. Choose Microsoft Dynamics GP > Tools > Setup > Equipment > Rental > Invoicing Frequencies.
2. Enter an Invoicing Frequency ID and Description.
3. Enter the number of days and name the Frequency type, for example, Weekly or Weekly in Advance.
4. If you want the system to invoice in advance of the end of the rental period, mark the Invoice In Advance check box checkbox.
5. Choose Save.

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Setting up price templates

Price templates can be used to set up pricing for rentals. Take a moment to think about how you want to set up your templates.
Price templates categorize pricing based on the frequency of rental and the Rental Unit of Measure. They are also tied to Meter Overage Unit of Measure, and can be associated with agreement types.

...

1. Choose 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 Meter Overage U of M, it 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 check box checkbox if you want the system to use the lowest rate for a piece of equipment or item, regard less of the rate assigned to the agreement or agreement line.
3. Choose Save.

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Setting up price groups

Price groups provide you with the ability to assign default rental pricing by linking price templates and price levels to either Equipment or Inventory Items. The price groups can be assigned at the model and/or equipment level.
If  If you use different price rates for different time durations, for example, daily, weekly, and monthly, these can also be created in Price Groups.
Note: When  When you set up a price rate for a piece of equipment, that price rate - along with the associated price template - will automatically fill into an agreement only if the meter overage U of M assigned to the price template matches the life U of M assigned to the equipment.
Note: For  For information on how the system looks for the price level to use, see Determining price levelsPrice Levels.

1. Choose Microsoft Dynamics GP > Tools > Setup > Equipment > Rental > Price Groups.
2. Complete the following fields.
   • Price Group:
     Enter the name of the price group.
   • Type:
     Choose 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 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:
     Choose 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:
     Choose 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 All quantity check boxcheckbox, enter the starting quantity. This field is only available if Inventory type is selected.
   • End Quantity:
     If you did not choose the All quantity check boxcheckbox, 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. Choose Save to save the price group.

Copying price groups

Note: To save time when setting up your price groups, you can copy an existing price group and/or price level to create a new price group, new price level, or copy pricing into an existing price group. Additionally, you can adjust prices for the new records by enter percent change as well as round to the nearest to avoid penny pricing.

To access the Copy Price Groups window:

1. Choose Microsoft Dynamics GP > Tools > Setup > Equipment > Rental > Price Groups.
2. Choose a price group and then choose 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 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 amount to avoid penny pricing that may occur from the percentage change.
4. Choose Copy.

Copy utility scenarios

Scenario 1 - Copy all pricing from an existing price group to a new price group.

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

Scenario 2 - Copy all records with the specified price level, creating a new price level with the same records.

• From Price Group: Blank Blank
• From Price Level: Existing Existing
• To Price Group: Blank Blank
• To Price Level: New New

Scenario 3 - Copy all records with the specified price group and price level, creating a new price level with the same records into an existing price group.

• From Price Group: Existing Existing
• From Price Level: Existing
• To Price Group: Existing Existing
• To Price Level: New New

Assigning equipment and inventory to price groups

You can easily assign equipment or inventory items to, or remove from, price groups from Rental Price Group Setup. The Price Group Assignment window displays relevant filters based on either equipment or inventory types. The Price Group that is assigned to the model(s) will automatically be assigned to any new equipment created for that model.

To assign items to a price group:

1. In the Rental Price Group Setup window, enter or choose a price group.
2. Choose 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 a class ID. OR Complete the following filter fields for equipment items:
   • Branch:
     Enter or choose a branch.
   • Model:
     Enter or choose a model.
   • Build Year:
     Enter or choose a build year.
5. After entering the appropriate filter information, choose 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 check box checkbox. Without marking this check boxcheckbox, 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 one or more items in the Available column and then choose Insert. The item will move to the Assigned column.
8. To remove items from the Assigned column, choose one or more items in the Assigned column, and then choose Remove. The item will move back to the Available column.
9. Choose OK to save the price group assignment, close the window, and return to the Rental Price Group Setup window

Note: For information on how the system looks for the price level to use, see Determining price levelsPrice Levels.

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Setting up agreement types

Agreement types categorize the types of agreements you work with in your organization. If your organization has several branches and multiple locations, you may choose to set one agreement type per branch. Or, if most of your agreements are monthly, you can set up a monthly agreement type to be used most often, and additional agreement types for weekly and yearly agreements, if necessary.
You  You can assign agreement types to payment terms, job categories, pricing templates, and invoicing frequencies. In addition, you can link an agreement type with a service call type in Service Management.

...

1. Choose Microsoft Dynamics GP > Tools > Setup > Equipment > Rental > Agreement Types.
2. Complete the following fields.
   • Agreement Type ID:
     Enter an agreement type ID.
   • Description:
     Enter a description.
   • Next Agreement Number:
     Enter the next agreement number for this agreement type.
   • Re-Use Agreement Numbers:
     Mark this check box checkbox if you want to reuse unused document numbers.
   • Rent To Type:
     Choose whether you want to associate this agreement type with a job or with a customer.
   • Invoice Type ID:
     Choose the type of invoice this agreement will use.
   • On Rental Default Service Call Type:
     Choose one rental service call type to be associated with the agreement type. Service call types are set up in Service Management.
   • On Rental Default Service Division:
     Choose an on rental service call division to be associated with the agreement type.
   • Off Rental Default Service Call Type:
     Choose an off rental service call type to be associated with the agreement type. Service call types are set up in Service Management.
   • Off Rental Default Service Division:
     Choose an off rental service call division to be associated with the agreement type.
   • Branch:
     Enter the default branch for this agreement type.
   • Default Price Level:
     Enter the default price level for this agreement type.
   • Default Payment Terms:
     Enter a default payment terms category associated with this type of agreement. Payment terms are set up in Microsoft Dynamics GP.
   • Default Job Category (transport):
     Enter a default job category for transporting equipment associated with this type of agreement. Job categories are set up on the Transport Job Category Setup window.
   • Default Pricing Template:
     Enter a price template to default for this agreement type. Price templates are set up on the Rental Price Template Setup window.
   • Default Invoicing Frequency:
     Enter an invoicing frequency to associate with this agreement type. Invoicing frequencies are set up on the Rental Invoicing Frequency Setup window.
   • Originating Site ID:
     Enter an originating site for equipment associated with this type of agreement. These sites are set up on the Site Maintenance window and used primarily if you want to track what is in inventory.
   • Rental Site ID:
     Enter a rental site for equipment associated with this type of agreement. These sites are set up on the Site Maintenance window and used primarily if you want to track what is on rent.
   • Allow Roll Forward:
     Mark this check box checkbox to let the system automatically adjust the invoicing frequency if the rental period lasts longer than expected. When you mark this check boxcheckbox, additional invoicing frequency fields are enabled, which allow you to view and/or adjust the frequencies. The following check box checkbox is also enabled:
   • Auto Adjust Rates:
     Mark this check box checkbox if you do not want to credit back the customer if the new rate is cheaper than the cost of the rental at the previous rate.

...

1. Choose Save.

For information on setting up default accounts, see see Setting up distribution default groups.

...

.

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Setting up global rental parameters

Take a few minutes to think about what you may want to default on agreements and invoices, and what you may not want.

1. Choose 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 check box 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 check box 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

     check box

     checkbox to re-use any unused document numbers. 

     Note

...

1. • 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

...

1. • 
     Enter the next standdown document number to default on your agreements. Mark the Re-use

...

1. • checkbox to re-use any unused document numbers.
   • Next Off Rental Number

...

1. • 
     Enter the next off rental document number to default on your agreements. Mark the Re-use

...

1. • checkbox to re-use any unused document numbers.
   • Next SOP Batch Number

...

1. • 
     Enter the next SOP batch number to default on your agreements. Mark the Re-use

...

1. • checkbox to re-use any unused document numbers.
   • Next GL Batch Number

...

1. • 
     Enter the next general ledger batch number to default on your agreements. Mark the Re-use

...

1. • checkbox to re-use any unused document numbers.
   • Default Booking Type

...

1. • 
     Enter the booking type to default into your documents. Leave this blank if you want to enter this manually.
   • Default Agreement Type

...

1. • 
     Enter the agreement type to default into your documents. Leave this blank if you want to enter this manually.
   • Default Invoicing Frequency

...

1. • 
     Enter the invoicing frequency to default into your documents. Leave this blank if you want to enter this manually.
   • Default Price Level

...

1. • 
     Enter the default price level.
   • Equipment - Multiple Reservations

...

1. • 
     Choose whether to allow or not allow a piece of equipment to be on multiple agreements at the same time. You can also choose to receive a warning message if the equipment is already booked.
   • On Rental Default Service Call Type

...

1. • 
     This field apply only to Service Management users.
   • On Rental Default Service Division

...

1. • 
     This field apply only to Service Management users.
   • Off Rental Default Service Call Type

...

1. • 
     This field apply only to Service Management users.
   • Off Rental Default Service Division

...

1. • 
     This field apply only to Service Management users.
   • Action Taken Upon Booking Deletion

...

1. • 
     Choose the action when a booking is deleted.
   • Action Taken Upon Agreement Deletion

...

1. • 
     Choose the action when an agreement is deleted.
   • Action Taken Upon Invoice Deletion

...

1. • 
     Choose the action when an invoice is deleted.
   • Tax Source

...

1. • 
     Enter the tax source for rental rates, insurance rates, overages, and markdowns. These are used to calculate taxes on agreements.
   • Tax Schedule ID

...

1. • 
     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

...

1. • 
     Mark this

...

1. • 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

...

1. • 
     Mark this

...

1. • 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

...

1. • 
     Mark this

...

1. • 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 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

...

1. • 
     Mark this

...

1. • 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

...

1. • 
     Mark this

...

1. • checkbox to invoice only agreement lines that are not currently on rent.
   • Post Through GL for Rent To Job Invoices

...

1. • 
     This

...

1. • checkbox is used only for "rent to job" agreement types. See Renting

...

1. • Equipment to a

...

1. • Job.
   • Weekend Days

...

1. • 
     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.
2. Choose OK.

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Defining standdown reasons

You can define the reasons your equipment may not be available for rental, for example, a holiday. Note:

1. Choose Microsoft Dynamics GP > Tools > Setup > Equipment > Rental > Stand Down Reasons.
2. Enter a Standdown Reason ID and Description.
3. Choose OK.

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Setting up reports

Before you can print rental invoices or other reports, you must set up your system to print them. Invoices and reports are printed using SQL Reporting Services (SRS) reports.

These pre-defined reports are installed automatically on your system in the following location:

C:\<install folder>Signature\SRS Reports\Equipment Management

To set up invoices and reports, you need to set up three areas:

• Report Definitions
• Report Groups
• Report Buttons

Report Definition Setup

1. Choose Microsoft Dynamics GP > Tools > Setup > Equipment > System > Report Definitions.
2. Complete the following fields.
   • Report Area:
     Use the drop-down menu to choose 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:
     Choose the folder button to browse to the location of the reports. C:\<install folder>Signature\SRS Reports\Equipment Management
3. Choose Save. Repeat steps for each report type.

Report Group Setup

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

Report Button Setup

1. Choose Microsoft Dynamics GP > Tools > Setup > Equipment > System > Report Buttons.
2. Complete the following fields.
   • Report Area:
     Use the drop-down menu to choose a report type.
   • Security Type:
     Choose a security type. Choose Global to apply to all users. If you choose User Class or User, enter a User Class ID or User ID, respectively.
   • Document ID:
     Choose a document ID with which to associate the Report Button.
   • Available Report Group:
     The list of available report groups display in this area. Choose the group name to be assigned and then choose 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. Choose Save. Repeat the Report Button Setup steps for each report area.