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Setting

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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.

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1. Select 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
     Select 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. 

     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
     This field does not appear if you marked the Use Receivables Management Posting checkbox on the Rental Setup window.
3. Select Save.

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Defining Units of Measure

You have already set up life units of measure in the 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. Units of measure define different pricing structures or different sizes or quantities of a piece of equipment. You can also specify billable days.

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1. Select 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.

     • 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.

     • Calendar Month means a calendar month.

   • Description
     Enter the description.
   • Display U of M
     Enter the display U of M to print on invoices.
   • Time Frame
     Enter the time frame.
   • Qty
     Enter the quantity.
   • Hours per Day
     Enter the hours per day, if you chose Day as the rental unit of measure.
   • Days per Month
     Enter the days per month, if you chose Month as the rental unit of measure.
   • Default Meter Overage Quantity
     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
     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
     Mark the days of the week to be defined as working days.
3. Select Save.

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Setting

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Up Invoicing Frequencies

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

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1. Select 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 checkbox.
5. Select Save.

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Setting

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Up Price Templates

Price templates can be used to set up pricing for rentals and provide a way to categorize your pricing. 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.

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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
     The Meter Overage U of M 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, regardless of the rate assigned to the agreement or agreement line.
3. Select Save.

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Setting

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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 you use different price rates for different time durations, for example, daily, weekly, and monthly, these can also be created in Price Groups. 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. For information on how the system looks for the price level to use, see Determining Price Levels.

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 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 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 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.

Copying Price Groups

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.

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

Copy Utility Scenarios

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

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

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

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

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

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Setting

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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 decide 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.

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

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Setting

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Up Global Rental Parameters

 Define parameters such as the next agreement, invoice and standdown numbers, default agreement types, invoicing frequencies, and service calls. Take a few minutes to think about what you may want to default on agreements and invoices, and what you may not want.

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. 

     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 select to receive a warning message if the equipment is already booked.
   • On Rental Default Service Call Type
     This field applies only to Service Management users.
   • On Rental Default Service Division
     This field applies only to Service Management users.
   • Off Rental Default Service Call Type
     This field applies only to Service Management users.
   • Off Rental Default Service Division
     This field 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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Defining Standdown Reasons

Standdown reasons define the reasons your equipment may be unavailable for rental, such as a holiday.

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

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Setting

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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. Set up your system so you can print rental reports, including invoices and agreements.

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• Report Definitions
• Report Groups
• Report Buttons

Report Definition Setup

1. Select Microsoft Dynamics GP > Tools > Setup > Equipment > System > Report Definitions.
2. Complete the following fields.
   • Report Area
     Use the drop-down menu to 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.

Report Group Setup

1. Select Microsoft Dynamics GP > Tools > Setup > Equipment > System > Report Groups.
2. In the Report Area field, use the drop-down menu to 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.

Report Button Setup

1. Select Microsoft Dynamics GP > Tools > Setup > Equipment > System > Report Buttons.
2. Complete the following fields.
   • Report Area
     Use the drop-down menu to select a report type.
   • Security Type
     Select a security type. Select Global to apply to all users. If you 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 displays in this area. Select the group name to be assigned and then 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.